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Resolution No. 2025-030RESOLUTION NO. 2025-030 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND REPEALING RESOLUTION NO. 2024-010 SECTION 1. Recitals. A. The current City of Vernon Records Management Program was adopted initially in 2017 and last updated in 2024 for the purpose of maintaining, utilizing, retaining, preserving and disposing of City records in a lawful and organized manner. B. California Government Code Section 34090 provides a procedure authorizing the destruction of certain public records which have served their purpose and are no longer required. C. On July 16, 2024, the City Council adopted Resolution No. 2024-010 approving and adopting an updated Records Retention Schedule, authorizing destruction of certain City records, and repealing all resolutions in conflict therewith. D. Best practices in recordkeeping dictate that records retention schedules should be comprehensively reviewed and revised as needed to address changes in technology, operations, and legal requirements. The maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Vernon. Updating the Vernon Records Retention Schedule at this time would provide greater efficiency and transparency in the Records Management Program. E. City Clerk staff, all departments, and a records management consultant retained by the City have reviewed the current retention schedule and participated in the proposed revisions. The revised records retention schedule provides clear and specific records descriptions, retention periods and is consistent with applicable laws. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 2. The City Council of the City of Vernon hereby finds and determines that the above recitals are true and correct. SECTION 3. The records of the City of Vernon, as set forth in the Records Retention Schedule, attached as Exhibit A, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, Resolution No. 2025-030 Page 2 of 9 _______________________ without further action by the City Council of the City of Vernon, as established in the City’s Records Destruction Procedure/Policy. SECTION 4. With the consent of the City Clerk, City Administrator, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates may include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable. Any changes in the Total Retention and/or adding new records series must be presented to the City Council of the City of Vernon prior to taking effect. SECTION 5. All resolutions or parts of resolutions, specifically Resolution No. 2024-010, not consistent with or in conflict with this resolution are hereby repealed. SECTION 6. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. The City Clerk, or the Deputy City Clerk, shall certify the passage and adoption of this resolution and enter it into the book of original resolutions. APPROVED AND ADOPTED OCTOBER 21, 2025. ________________________ LETICIA LOPEZ, Mayor ATTEST: GENOVEVA ROCHA, City Clerk APPROVED AS TO FORM: ZAYNAH N. MOUSSA , City Attorney Resolution No. 2025-030 Page 3 of 9 _______________________ CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF VERNON ) I do hereby certify that the attached is a true copy of Resolution No. 2025-030 that was passed and adopted at the Regular Meeting held on October 21, 2025, by the following vote: AYES: Larios, Merlo, Rivera, Lopez NOES: ABSENT: Ybarra ABSTAIN: __________________________ GENOVEVA ROCHA, City Clerk HOW TO USE RETENTION SCHEDULES ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive),all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. all records as defined by the California Public Records Act. STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.) BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: Reduce administrative expenses, expedite procedures Free office space and computer storage space Reduce the cost of records storage paper and electronic Eliminate duplication of effort within the City Find records faster Determine what media should be used to store records AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records): Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion. If there is a minimum Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non- If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive. On every page of the schedules (near the top, just under the column headings) are important instructions, Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution). Resolution No. 2025-030 Page 4 of 96 ___________________ RECORDS RETENTION SCHEDULE LEGEND ©1995 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record):The department that keeps the record for its retention period, then authorizes destruction. Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. official (original) record. Records Description:The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active (guideline):How long the file remains in the immediate office area Inactive (guideline):How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital?= Those records that are needed for basic operations in the event of a disaster. Media Options (guideline)terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): (quality checked) / Trustworthy Electronic Record: electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format)IF (these are the legal requirements for the electronic record to serve as the official (original) record)the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM,or microfilmed) which is stored in a safe & separate location. contains all significant details from the original and be an adequate substitute for the original document for all purposes;other legal mandates may apply. Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Resolution No. 2025-030 Page 5 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY WIDE (Used by All Departments) Lead Dept. CW-001 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept. CW-002 Agreements & Contracts - WITHOUT City Clerk's Attestation (Prior to 2020) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), etc.) Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept. CW-003 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133; GC §34090; GC §8546.7 Lead Dept. CW-004 Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 6 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept. CW-005 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The RFP / RFQ and the successful proposal becomes part of the agreement or contract; GC §34090 Staffing Dept. CW-006 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All recommendations are presented to the City Council; GC §34090 et seq. CW-007 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records Staffing Dept. CW-008 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept. CW-009 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 10 years Mag Department preference; State law only requires for 30 days; GC §54953.5(b) VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 7 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Staffing Dept. CW-010 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes 10 years Mag Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Staffing Dept. CW-011 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead (Responding) Dept. CW-012 Complaints / Concerns from Citizens Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§911.2, 34090 Lead Dept. CW-013 Copies or duplicates of any record Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW-014 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Administrative, Chronological, e- mail, General Files, Letters, Memorandums, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (2017) 2 Cal.5th 608 GC §34090; VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 8 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Dept. that Authors Document or Receives the City's Original Document CW-015 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, instant messaging, inventories, invitations, logs, mailing lists, meeting room registrations, speaker slips, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages. transmittal letters, thank yous, requests from other cities, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.) When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT E- mails, electronic records, or social media postings where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing them in a file folder, or saving them electronically. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500; 64 Ops. Cal. Atty. Gen. 317 (1981); City of San Jose v. Superior Court (2017) 2 Cal.5th 608 Lead Dept. CW-016 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; meets auditing standards; GC §34090 Lead Dept. CW-017 DMV Pull Notices When Superseded or Separated Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 9 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept. CW-018 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 Lead Dept. CW-019 GIS Database / Data / Layers (both City- wide and Specialized) When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept. CW-020 Grants (UNSUCCESSFUL Applications, Correspondence)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-021 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §34090 GC § 8546.7 Lead Dept. CW-022 Leave Slips / Time Off Requests When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the Regular Course of Business GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 10 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept. CW-023 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Staffing Dept. CW-024 Notices: Public Hearing Notices and Proofs of Publications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-025 OSHA Inspections or Citations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human Resources CW-026 Personnel Files (Department-level Files) Except for Fire & Police Department Send to Human Resources Upon Separation or Transfer Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept. CW-027 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept. CW-028 Photographs When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; destroy unnecessary photographs. GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 11 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept. CW-029 Proclamations, Commendations, Certificates / Recognitions 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-030 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-031 Purchase Orders / Requisitions 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 Lead Dept. (Who Ordered the Appraisal) CW-032 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090. 7928.705 Lead Dept. (Who Ordered the Appraisal) CW-033 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Not accessible to the public until purchase has been completed; meets municipal government auditing standards; GC §§34090, 7928.705 CW-034 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-Records Lead Dept. CW-035 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. CW-036 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7 Lead Dept. CW-037 Reports and Studies (Historically significant - e.g., Zoning Studies)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 12 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept. CW-038 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 Lead Dept. CW-039 Special Projects / Subject Files / Issue Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Lead Dept. CW-040 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-041 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics & Safety Training & Tailgates, Sexual Harassment Prevention Training) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Ethics & Harassment Prevention Training are 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), LC §6401.9(f), Lead Dept. CW-042 Video Recordings - City Operations / Building Security 1 year Mag Records "regular and ongoing operations"; GC §34090.6 Lead Dept. CW-043 Video Recordings - Parking Lots, Public Areas When No Longer Required Mag Does not record "regular and ongoing operations"; GC §34090.6 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 13 of 96 ___________________ Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CADM-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ADMINISTRATOR City Admin. CADM-001 City Council Correspondence Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 City Admin. CADM-002 Community Give-away Receipts 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD GC §34090 City Admin. CADM-003 Grand Jury Reports and Responses (Regarding City Operations)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference (the Grand Jury keeps their reports 5 years); GC §34090 City Admin. CADM-004 Projects, Programs, Economic Development, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 City Admin. CADM-005 Speech Notes / PowerPoint Presentations When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes, drafts, or preliminary documents; GC §34090 et seq. Finance CADM-006 Travel / Conferences Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Invoices are maintained by Finance; GC §34090.7 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 14 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ATTORNEY City Attorney CA-001 Advice Files / Department Files Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-002 Attorney Invoice backup / detail (confidential)5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 City Attorney CA-003 Bankruptcies - NOT pursued When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 City Attorney CA-004 Bankruptcies - Where a claim is filed 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 years); GC §34090 City Attorney CA-005 City Attorney Opinions and Opinion Index P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-006 Claim for Damages - Over $2,501 Minimum Final Resolution + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b) City Attorney CA-007 Closed Session Materials Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-008 Litigation Files / Lawsuits / Court Case Files - Real Property or Historically Significant P Yes: Until Settlement Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b) City Attorney CA-009 Litigation Files / Lawsuits / Court Case Files - NOT Real Property or Historically Significant Minimum Final Resolution + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b) City Clerk CA-010 Settlement Agreements / Final Court Settlements Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all final settlement agreements and court settlements to City Clerk; GC §34090 City Attorney CA-011 Summons 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 15 of 96 ___________________ Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY CLERK City Clerk CC-001 Agenda Packets: City Council, Active and Inactive Decision Making Bodies P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002 Agreements & Contracts (INFRASTRUCTURE - ALL Settlement Agreements, MOUs, etc.) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Notice of Completion Examples of Infrastructure: Architects, buildings, bridges, covenants / CC&Rs, golf course redesign / construction, development, park improvements, property restrictions, reservoirs, settlement, sewers, sidewalks, street & alley improvements, utilities, water. P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Starting in 2020, ALL original contracts are sent to the City Clerk. 2019 and prior, the City Clerk retained the originals of any agreement or contract that the City Clerk attested to only. Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 16 of 96 ___________________ Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-003 Agreements & Contracts (NON- INFRASTRUCTURE ALL) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Notice of Completion Examples of Non-Infrastructure: Consultants, Franchises, Landscape Maintenance, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Human Resources, Professional Services Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Starting in 2020, ALL original contracts are sent to the City Clerk. 2019 and prior, the City Clerk retained the originals of any agreement or contract that the City Clerk attested to only. Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 City Clerk CC-004 Board & Commission Applications (Successful and Unsuccessful)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-006 Budgets - Adopted / Final (approved via resolution)P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. City Clerk CC-007 City Council, Board & Commission Historical List of Members P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-008 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-009 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL ELECTRONICALLY- FILED 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-010 Economic Interest Filings (FPPC Form 602 / 635) - Lobbyist Authorization / Reporting 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 CCR 18615(d), GC §81009(e)&(g VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 17 of 96 ___________________ Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009(e) City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Should post on website for 4 years; GC §81009(e) City Clerk CC-013 FPPC Form 803 (Behested Payment Report)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009(e) City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) City Clerk CC-015 FPPC Referral Letters Minimum Term of Office + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 18 of 96 ___________________ Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ELECTIONS - CONSOLIDATED City Clerk OR Utility / Customer Service CC-016 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2), 53755(d) City Clerk CC-017 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not P Mag, Mfr, OD, Ppr S / I Yes: After QC For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Includes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 City Clerk CC-020 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-021 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-022 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 19 of 96 ___________________ Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-023 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Ppr CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-024 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years Mag, Ppr GC §34090 City Clerk CC-025 Elections - HISTORICAL (Sample ballot, copies of resolutions with the final results; Certificate of Election) P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Clerk CC-026 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Final Examination + 1 year after petition examination Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 City Clerk CC-028 Elections - Petitions (Initiative, Recall or Referendum) - IF Insufficient, and IF Proponents Examine Petition 1 year Ppr EC §§17200(b)(3), 17400 City Clerk CC-029 Applications to View Voter Registration Information 5 years Ppr EC 2188(f) City Clerk CC-030 Ballots, Ballot Security Envelopes - After Election 6 mo. Ppr EC §17302 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 20 of 96 ___________________ Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-031 Ballots, Ballot Security Envelopes - After Recount 6 mo. Ppr EC §17306 City Clerk CC-032 Challenged & Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-033 Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk CC-034 Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk CC-035 Roster of Voters 5 years Mag, Mfr, OD, Ppr EC §17300 City Clerk CC-036 Tally Sheets, Logic & Accuracy Test Certifications 6 mo. Ppr EC §17304 City Clerk CC-037 Vote-by-Mail Applications, Roster of Absentee Applications 6 mo. Ppr EC §17302 City Clerk CC-038 Vote-by-Mail Identification Envelopes 6 mo. Ppr EC §17302 City Clerk CC-039 Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304 City Clerk CC-040 Voter Index Original 5 years Ppr EC §17001 (End of Elections Section) City Clerk CC-041 Ethics Training Certificates 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53235.2(b) City Clerk CC-042 Film Permits (Issued by Film LA) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. City Clerk CC-043 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-044 Housing Lottery / Interest Forms (Public Works conducts Lottery)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-045 Minutes: City Council, Active and Inactive Decision Making Bodies P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 21 of 96 ___________________ Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-046 Municipal Code Administration, Distribution, etc. When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 City Clerk CC-047 Notices: City Council, Active and Inactive Decision Making Bodies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 City Clerk CC-048 Oath of Office: City Council, Boards & Commission Members Term of Office + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c); GC §34090 City Clerk CC-049 Ordinances P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-050 Public Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) Excludes Police 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-051 Real Property: Deeds, Easements, Liens, Rights of Way P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq. City Clerk CC-052 Recordings - AUDIO & VIDEO RECORDINGS of Meetings / Audio Tapes - City Council, Active and Inactive Decision Making Bodies 2 years Mag Department preference; State law only requires for 30 days; Video tapes of meetings are required for 90 days; GC §34090.6; GC §54953.5(b) City Clerk CC-053 Records Destruction Authorization Forms 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-054 Records Retention Schedules / Amendments to Records Retention Schedules P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq. City Clerk CC-055 Resolutions: City Council, Active and Inactive Decision Making Bodies P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 22 of 96 ___________________ Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-056 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-057 Subpoenas for Personal Appearance (City Hall Employees, Fire Employees) Excludes Police 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 23 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ACCOUNTING Finance / Accounting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance / Accounting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Check Request, etc. Excludes backup for Attorney invoices) 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 City Clerk FIN-003 Audit Reports / Annual l Comprehensive Financial Report (ACFR) and related Audit Opinions Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Copies - the original is maintained by the City Clerk in the Agenda Packet); GC §34090.7 Finance / Accounting FIN-004 Audit Work Papers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 Finance / Accounting FIN-005 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001-1 Public Works / Developme nt Services FIN-006 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 24 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Accounting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports See Bank Statements for statement retention. Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. City Clerk FIN-008 Budgets - Adopted / Final (approved via resolution) Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk maintains originals; GC §34090.7 Finance / Accounting FIN-009 Budgets - Preliminary, Proposed, Backup Documents When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance / Accounting FIN-010 Checks / Warrants (Issued by the City, Cashed / Paid)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; this is the length of time commercial banks retain images of the checks; GC §34090 Finance / Accounting FIN-011 Escheat (Unclaimed money / uncashed checks)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / Accounting FIN-012 FEMA Reimbursement / OES Reimbursements 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Accounting FIN-013 Financial Services Database Indefinite - Minimum 10 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; FERC requires 10 years for GLs, Subsidiary Ledgers and Journal Vouchers; 18 CFR 125.2 & 125.3; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 25 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Accounting FIN-014 Fixed Asset List / Fixed Asset Evaluation Study / Depreciation Schedules P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (bond auditing records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance / Accounting FIN-015 Investments / Arbitrage Report / Swaps / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; FTC Reg's rely on "self- enforcement"; GC§§ 34090, 43900 Finance / Accounting FIN-016 Journal Entries / Journal Vouchers 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required because of electricity regulations; 18 CFR 125 et seq.; GC §34090, CCP § 337 Finance / Accounting FIN-017 Reports, Finance Reports created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 Finance / Accounting FIN-018 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting FIN-019 Transportation Audits / PERS Audit, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance / Accounting FIN-020 Treasurer's Reports & Backup 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Accounting FIN-021 W-9s Minimum 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 BUSINESS LICENSE & REVENUE VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 26 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Business License & Revenue FIN-022 Accounts Receivable - Miscellaneous - Backup for Damage to Public Property, Invoices to Outside Entities, Rent Billings, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Business License & Revenue FIN-023 Alarm Permits Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. City Attorney FIN-024 Bankruptcies Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Finance / Business License & Revenue FIN-025 Business License & Permit Database Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Finance / Business License & Revenue FIN-026 Business License Applications and Changes 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Business License & Revenue FIN-027 Business License Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Business License & Revenue FIN-028 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Lead Dept. FIN-029 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 27 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Business License & Revenue FIN-030 Returned Checks / NSF Checks 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Business License & Revenue FIN-031 Utility User Tax Remittance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. PAYROLL Finance / Payroll FIN-032 Auto Pay Authorization Forms / Direct Deposit Authorizations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Payroll FIN-033 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Payroll FIN-034 DE-6, DE-7, DE-9, DE-43, W-3, & DE- 166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FIN-035 Deferred Compensation (457) Reports, Registers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance / Payroll FIN-036 Verifications of Employment, Child Support, etc. (From lenders or other outside companies) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the Regular Course of Business GC §34090 Finance / Payroll FIN-037 Payroll Benefit Files / Administration Forms (W-4s, Changes, Employee, Computer Loan Receipts and Payments, Vacation pay-off requests, etc.) Separation + 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; IRS Regulation for W- 4s is four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1; GC §34090 Finance / Payroll FIN-038 Payroll Journals / Payroll Registers / Pay Day Registers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 28 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Payroll FIN-039 Time Cards / Time Sheets / Time Off Request Forms / Payroll Certifications / Leave Requests / Payroll Exception Forms 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance / Payroll FIN-040 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 PURCHASING Finance / Purchasing FIN-041 Asset Disposal / Sale / Auction / Surplus 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-042 Credit Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-043 Purchase Orders / Purchase Contracts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-044 Vehicle Titles - Copy of Release of Liability 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD DMV records retained for convenience Finance / Purchasing FIN-045 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 RISK MANAGEMENT Finance / Risk Manag. FIN-046 Claim for Damages - Up to $2,500 / Damage to City Property Final Resolution + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5(b) Finance / Risk Manag. FIN-047 Insurance Certificate Renewals for Vendor Agreements & Contracts / Certificate of Liability Insurance 11 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Covers E&O Statute of Limitations and latent defects; CCP §§337. 337.1(a), 337.15, 343; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 29 of 96 ___________________ Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Risk Manag. FIN-048 Insurance Polices (City-owned policies) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Risk Manag. FIN-049 JPA / JPIA Reports / General Liability Claim Runs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 30 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FIRE ADMINISTRATION Fire / Admin.FR-001 Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) Superseded and Approved Yes Mag, Mfr, OD, Ppr S/I Yes: After QC & OD GC §34090 Fire / Admin.FR-002 EOC Activations & Drills 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire / Admin.FR-003 Fire Sprinkler Inspections and/or Certifications (includes Title 19 certifications) Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire / Admin.FR-004 Monthly Statistical Reports / Run Statistics When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Considered a preliminary draft / copy (the Fire database is the original); GC §34090 et seq. City Clerk FR-005 Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §34090.7 Fire / Admin.FR-006 Ride-A-Long Waivers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire / Admin.FR-007 Special Events / Ops Plan Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not made or retained for the purpose of preserving the informational content for future reference; GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)) Fire / Admin.FR-008 Strike Team Reimbursement (OES / FEMA) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 EMERGENCY MEDICAL SERVICES VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 31 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Fire / EMS FR-009 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - required for 3 years ; 21 CFR §1304.04, 1310.04; 22 CCR 70263 and 71233; FA §32003(e), B&P 4081; GC §34090 Fire / EMS and Admin.FR-010 Emergency Medical Database Indefinite - Minimum 20 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; If data includes e-PCRs, Minors retention is until 1 year after age 18, but not less than 7 years; 10 years (see Patient Care Reports) GC §34090 Fire / EMS FR-011 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §34090 Fire / EMS FR-012 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 45 CFR 164.530(j) Fire / Admin. & EMS FR-013 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS AND JUVENILES 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §34090; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 FIRE MARSHAL / FIRE PREVENTION VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 32 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Fire / Fire Prevention Admin. / Public Works FR-014 Annual Fire Inspection Notices / Citations / Notice of Violations (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Fire Permit(Construction Permits), and Occupancy inspections are maintained in Public Works Address Files Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; California Fire Code requires 5 years or Life of the Structure or Activity, for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; Fire / Fire Marshal Admin. FR-015 Fire Investigations - Arson & Capital Crimes Only P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §34090 et seq. Fire / Fire Marshal Admin. FR-016 Fire Investigations - OTHER Than Arson & Capital Crimes Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC § 104.6; GC §34090 et seq. Fire / Fire Marshal Admin. FR-017 Plans: Fire Sprinkler, Fire Safety Plans / Fire Construction Documents (Final, Approved by the Fire Department Only) Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required to be retained for Completion + 180 days; CFC §106.4; GC §34090 et seq Fire / Fire Prevention Admin. FR-018 Public Information / Education (when produced internally) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire / Fire Prevention Admin. FR-019 Weed Abatement / Vegetation Abatement Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 OPERATIONS / SUPPRESSION Fire / Ops FR-020 Apparatus, Equipment & Vehicle Records & Testing Surplus + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 33 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Fire / Ops FR-021 Daily Log Books Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire / Ops FR-022 Employee Training File (by employee) Individual Training Certificates, Continuing Education for Paramedics Separation + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Fire / Ops FR-023 Fire Hydrant Valve Exercises / Notice of Deficiency Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire / Admin. & Ops FR-024 Fire Incident RMS Database Indefinite - Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; If used for Inspections, California Fire Code requires 5 years or Life of the Structure or Activity for Approvals, Inspections, Fires, Modification / Alternative GC §34090 Fire / Ops FR-025 Fire Incident Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire / Ops FR-026 Fire Training Center - Waivers of Liability 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire / Ops FR-027 ISO Insurance Ratings 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (rated every 10 years); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 34 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Fire / Ops FR-028 Pre-plan Sheets When Superseded Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 et seq. Fire / Admin. & Ops FR-029 Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Fire / Ops FR-030 Training Database / Log (Target Solutions) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Ethics & Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Fire / Ops FR-031 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks (Fire Vehicles Only) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 35 of 96 ___________________ Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HEALTH & ENVIRONMENTAL CONTROL (CUPA - Certified Unified Program Agency) Health & Environmental Control H&EC-001 Aboveground Storage Tanks Inspections, Integrity Testing, Maintenance, Repairs 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Health & Environmental Control H&EC-002 Address Files: Inspections & Permits P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-003 Animal Control Notices to Comply, Warning Letters / Notices / Citation Books 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-004 Animal Licenses / Dog Licenses 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-005 Animals - Record of All Efforts to Contact Registrant 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD FA §§31108.3 and 31752.1; GC §34090 Health & Environmental Control H&EC-006 Backflow: Water System Backflows / Cross- Connection 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets California Department of Health requirements (3 years); GC §34090; 17 CCR 7605(f) Health & Environmental Control H&EC-007 CalARP (California Accidental Release Prevention) Risk Management Reviews, Comments When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City is not lead agency; given back to facility; Facility Owner re-certifies every 5 years. Health & Environmental Control H&EC-008 Development SWPPP (Stormwater Pollution Prevention Plan) / Construction Monitoring Finalled + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44;GC §34090 et. seq. Health & Environmental Control H&EC-009 Environmental Assessments / Phase 1 Environmental Assessments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 36 of 96 ___________________ Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-010 Free Sale Letters / Food Shipping Certificates 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-011 Hazardous Waste Manifests / Certificates of Disposal (In Address Files) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Health & Environmental Control H&EC-012 Jail Inspections (Temporary Holding Facility)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-013 Liens and Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Health & Environmental Control H&EC-014 Monitoring Well Permits / Groundwater Quality / Infiltration P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. Finance / Accounting H&EC-015 Permitted Uses / Health Permit Inspection Database (Envision) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Health & Environmental Control H&EC-016 Permitted Uses / Occupancy Inspections: Hazardous Materials / USTs (Salmon) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CUPA Inspections are required for 5 years; 27 CCR 15185 & 15280; GC §34090 Health & Environmental Control H&EC-017 Permitted Uses / Occupancy Inspections: Food Processing Occupancies (Green) Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-018 Permitted Uses / Occupancy Inspections: Garment Assembly Occupancies (Gold) Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-019 Permitted Uses / Occupancy Inspections: Light Use Occupancies - No Permits Required (White) Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 37 of 96 ___________________ Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-020 Permitted Uses / Occupancy Inspections: Solid Waste / Recycling Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-021 Permitted Uses Billing / Invoices & Reconciliations (Food, Garment, Hazardous Materials, Underground Storage Tanks, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government records); GC §34090 Health & Environmental Control H&EC-022 Pest Control / Pesticide Use Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); 3 CCR 6623, 40 CFR 110.3(d) GC §34090 Health & Environmental Control H&EC-023 Remediation Cases / Studies and Reports, Contamination Data, Permits for Soil Boring, Site Safety Plans, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-024 Retail Food Facilities: Catering Truck Permits, Inspections, Citations, Violations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-025 Solid Waste Franchise Hauler Permits / Recycling Permits / Truck Inspections Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-026 Solid Waste Franchise Payments 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (exceeds municipal government auditing standards; GC §34090 Health & Environmental Control H&EC-027 Solid Waste Tonnage Reports / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SB 1383 compliance is required for 5 years; 14 CCR § 18995.2; GC §34090 Health & Environmental Control H&EC-028 Stormwater Illicit Discharges Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 38 of 96 ___________________ Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-029 Stormwater Monitoring / NPDES Monitoring and Inspection (by Address) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Health & Environmental Control H&EC-030 Stormwater: Business Inspections (by Address) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); 40 CFR §§122.21, 122.41, 122.44; GC §34090 Health & Environmental Control H&EC-031 Stormwater: MS4 Monitoring Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Health & Environmental Control H&EC-032 Stormwater: MS4 Permits 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Health & Environmental Control H&EC-033 Stormwater: NPDES Annual Reports (Includes Well Site Discharges)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Health & Environmental Control H&EC-034 Stormwater: NPDES Permits (Includes Well Site Discharges) Expiration + 5 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Health & Environmental Control H&EC-035 Stormwater: TMDL Plan (Total Maximum Daily Load) TMDL Monitoring Plan 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Health & Environmental Control H&EC-036 Underground Storage Tanks UST Monitoring, Inspections 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.2(i) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 39 of 96 ___________________ Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-037 Underground Storage Tanks (City- Owned and/or Privately Owned) Locations, Soil Remediation, Monitoring Well Records P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 40 of 96 ___________________ Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HUMAN RESOURCES Human Resources HR-001 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-002 Background File (SUCCESSFUL) Except for Police Dept. Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; Human Resources HR-003 Background File (UNSUCCESSFUL) Except for Police Dept.4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; Human Resources HR-004 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-005 Compensation Surveys & Studies Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; PERS requires 5 years for Compensation Earnable (usually compensation is adopted via Resolution of the City Council); Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, 2 CCR 270.5; GC §§12946, 12960, 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 41 of 96 ___________________ Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-006 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 1101(c); GC §§12946, 12960, 34090 Human Resources HR-007 DMV Pull Notices (All, Including Fire & PD) When Superseded, or Upon Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human Resources HR-008 Drug & Alcohol Test Results (All - Positives and Negatives)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources HR-009 Tuition Reimbursement Determination Memorandas (Employee is in Good Standing) Employee in Good Standing + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets Municipal Government Auditing Standards; Statute of Limitations is 4 years; CCP §337 et. seq., GC §34090 Human Resources HR-010 Grievance Files Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 42 of 96 ___________________ Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-011 I-9s Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human Resources HR-012 Investigator Contracts Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §337 et. seq., GC §34090 Human Resources HR-013 Job Descriptions / Classification Specifications Minimum Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090 Human Resources HR-014 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 29 CFR 405.9; GC §34090 Human Resources HR-015 OSHA Logs & Citations - OSHA Log 200, 300, 301, 301A, etc.5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 43 of 96 ___________________ Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-016 Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), Harassment Prevention Training Certificates, etc. Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Human Resources HR-017 Personnel Files - Medical File (all employees, including retiree files) Pre-employment Health Clearances, ADA Accommodations, Respirator Fit Tests, etc. Separation + 30 years, or Termination of Benefits + 5 years, whichever is longer Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Resources HR-018 Public Self-Insurer's Annual Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Human Resources HR-019 Recruitment and Testing File (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring Decision + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human Resources HR-020 Recruitment Database (NeoGov) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Per NeoGov Policy; State requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14. 2 CCR 11013(c); GC §§12946, 12960, 34090 Human Resources HR-021 Safety Committee Meetings 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 44 of 96 ___________________ Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-022 Studies & Surveys - Informal - Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Human Resources HR-023 Workers Compensation Claim Runs / Monthly Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Human Resources HR-024 Workers Compensation Claims (Includes all Accident, or Injury Reports from Employees) Separation + 30 years, or Termination of Benefits + 5 years, whichever is longer Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Resources HR-025 identification, evaluation, correction, incident logs, investigations, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 45 of 96 ___________________ Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). INFORMATION TECHNOLOGY Information Technology IT-001 Backups / Computer Backups (ALL Disaster Recovery Computer Backups) When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq. Information Technology IT-002 Enterprise System Catalogue (listing of software posted on line) When Superseded Ppr GC §34090 Information Technology IT-003 Network Configuration Maps & Plans When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Information Technology IT-004 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 46 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). POLICE ADMINISTRATION Police / Admin PD-001 Animal Control: Bite Reports / Rabies Control Records 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Police / Admin PD-002 False Alarm Reports & Billing Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing requirements; GC §34090 et seq. Police / Admin PD-003 Subpoenas - provided by DA in DocuPeak (Personal Appearance or Duces Tecum) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 CAD / DISPATCH Police / Commun.PD-004 Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) Minimum 180 days Mag Department Preference (consortium standard); legally mandated for 100 days; (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 DETECTIVE BUREAU Police / Detectives PD-005 Investigation Files and Arrest Files Transfer to Records Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Final reports and records are transferred to the case file stored in Records; GC §34090 et seq. PATROL Police / Patrol PD-006 Automated License Plate Reader Data / ALPR Recordings When No Longer Required Mag Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq; Police / Patrol PD-007 Canine (Police Service Dogs) Program Files / Training Files: Animal Files Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq. Police / Patrol PD-008 Canine (Police Service Dogs) Program Files: Action Reports, Monthly Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / Patrol PD-009 Drone (Unmanned Aerial Vehicle) Recordings When No Longer Required Mag Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq; Police / Patrol PD-010 Extra Patrol requests 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 47 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Patrol PD-011 Field Investigation Cards (FI's) After Entry into RMS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary Drafts entered into RMS database); GC§ 34090 et seq. Police / Patrol PD-012 PAS Device Calibration Logs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / Patrol PD-013 Ride-A-Long Waivers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / Patrol PD-014 Scheduling / Telestaff Database Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Police / Patrol PD-015 Traffic Control: Radar Calibration Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Patrol PD-016 Watch Commander Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. PROFESSIONAL STANDARDS UNIT Police / PSU PD-017 Department Policies & Procedures / Operation Directives / General Orders / Lexipol (Department Policies and Procedures) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / PSU PD-018 Internal Affairs Investigations - Individual Officers / Complaints Against Officers WITHOUT Sustained Finding of Misconduct as defined in PC §832.7 (May include criminal acts, moral turpitude, complaints generated from a civilian) Final Disposition + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with Lexipol Policy; State requires for at least 5 years for Civilian complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c), 832.5 EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547 Police / PSU PD-019 Internal Affairs Investigations - Individual Officers / Complaints Against Officers WITH Sustained Finding of Misconduct as defined in PC §832.7 Final Disposition + 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 48 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / PSU PD-020 Internal Pursuit Critiques 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / PSU PD-021 Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / PSU PD-022 Range Qualifications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / PSU PD-023 Use of Force Review Incident + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§12946, 12960, 34090 PROPERTY & EVIDENCE Police / Property & Evidence PD-024 Crime Report Photos Follows the Retention of the Evidence Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police / Property & Evidence PD-025 Gun and Narcotics Destruction Log (Documents related to)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police / Property & Evidence PD-026 Lost & Found Property (Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Property & Evidence PD-027 Property & Evidence Logs 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Property & Evidence PD-028 Property Auctions 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 RECORDS Police / Records PD-029 Administrative Reviews: Citations / Notice to Appear - ALL (Parking, Marijuana / Cannabis, Moving) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Police / Records PD-030 Case Log Books / Proof of cases filed prior to 1999 Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police / Records PD-031 Citations / Notice to Appear - ALL (Parking, Marijuana / Cannabis, Moving)3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 49 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-032 CRIME REPORTS / INCIDENT REPORTS: ALL FELONIES & MISDEMEANORS, Except Those Specifically Mentioned in the Schedule e.g., Burglaries, Domestic Violence, Traffic Collision, 5150, Detention Reports, etc. Minimum 10 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; Domestic Violence incident reports are required or a minimum of 5 years; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq, FC 6228(d) Police / Records PD-033 CRIME REPORTS / INCIDENT REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police / Records PD-034 CRIME REPORTS / INCIDENT REPORTS: Firearms entered into CLETS (if not Permanent Retention) - Found / Recovered Firearms Firearm Found or Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD PC§ 11108.2(b); GC§ 34090 Police / Records PD-035 CRIME REPORTS / INCIDENT REPORTS: IF IMAGED, Capital Crimes / Homicides / Major Crimes / Serious Felonies / Sex Crimes / Child Abuse / Fatals / Felony DNA (Crimes Subject to the Death Penalty), Sex Crimes (PC §288, 290, WIC 707(b)), PC 803(h) P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; others have no limitations on commencement of action; Courts keep permanently PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290, 799, 803(h), 11169 et seq.; 11170(a); WIC 707(b) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 50 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-036 CRIME REPORTS / INCIDENT REPORTS: Juvenile Child Abuse or Severe Neglect Date of Incident + 10 years, If No Subsequent Reports Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD PC §§11169(i); 11170(a); GC §34090 Police / Records PD-037 CRIME REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms, serious felonies, or synthetic cannabis 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD ("Shall" Destroy); H&S §11361.5; GC §34090 Police / Records PD-038 CRIME REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357 - Except those with outstanding stolen property, including firearms, or lost firearms, serious felonies, or synthetic cannabis Conviction or Arrest (if No Conviction) + 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" Destroy); H&S §11361.5; GC §34090 Police / Records PD-039 CRIME REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is 18 Years Old Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD ("Shall" Destroy); GC §§68152(c)(8), 34090; H&S §11361.5 Police / Records PD-040 CRIME REPORTS / INCIDENT REPORTS: Missing Persons (Returned) Until CLETS Entry No Longer Exists - Minimum 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 51 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-041 CRIME REPORTS / INCIDENT REPORTS: Sealed Adult, Juvenile and Ward Cases - Except those with Except Childhood Sexual Assault Child Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearms Sealing Date + 5 years (or Court Order) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 3 Sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police / Records PD-042 CRIME REPORTS / SEALED RECORDS: Sealed Juvenile and Ward Cases - Childhood Sexual Assault - Before January 1, 2024 Age of Majority + 22 years Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 Police PD-043 DR Reports / Crime Reports Sealed Juvenile and Ward Cases - Childhood Sexual Assault - After January 1, 2024 P Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 Police / Records PD-044 CRIME REPORTS / INCIDENT REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes) Court Order + 1 year Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 3 Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police / Records PD-045 Crime Statistics / National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Filed on line with the State; GC §34090 Police / Records PD-046 Due Diligence Reports (for warrants) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-047 Logs: CR Log, Front Counter Log, Tow Yard Confirmation, Records Checks for Backgrounds 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-048 NCIC Validation 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-049 LOGS of Access or Deletion of Data P Mag PC§ 832.18(b)(5)(E); GC §34090.6 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 52 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-050 Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows the Retention of the Evidence, Minimum 2 years Mag PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq. Police / Records PD-051 Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days Mag PC§ 832.18(b)(5)(A); GC §34090.6 et seq. Police / Records PD-052 Officer Recordings: Mobile Audio Video (MAV) Recordings - that are NOT evidence, includes "hip recorders" 1 year Mag Those segments of videos that are determined to be evidence are retained as evidence; Lexipol requires 1 year; GC §34090.6 et seq. Police / Records PD-053 Pitchess Motions Notifications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-054 Police RMS Database Indefinite - Follows Retention of the Crime Report Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Police / Records PD-055 Registrants: Arson - Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Pursuant to PC §457.1 et seq.; required to register for life; If released from DOJJ , records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090 Police / Records PD-056 Arson Registrations: Juveniles released from Division of Juvenile Justice Age 25 or Sealing Date + 5 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Pursuant to PC §457.1 et seq.; If released from DOJJ , records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090 Police / Records PD-057 Registrants: Gang Adults Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); GC §34090 Police / Records PD-058 Registrants: Gang Juveniles Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); Records are destroyed pursuant to W&I §781;GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 53 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-059 Registrants: Gang Adults Shared Gang Databases 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a));11 CCR 773.8; GC §34090 Police / Records PD-060 Registrants: Gang Juveniles Shared Gang Databases 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a)); Records are destroyed pursuant to W&I §781; 11 CCR 774; PC §186.30; GC §34090 et seq. Police / Records PD-061 Registrants: Narcotic 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police / Records PD-062 Registrants: Sex Offenders - Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. Police / Records PD-063 Registrants: Sex Offenders - Juveniles P or Sealing Date + 5 years (or Court Order) Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I 781(d) Police / Records PD-064 Reports to State or Federal Agencies: Report to POST Commission of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-065 Repossession Notices When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Police / Records PD-066 Restraining Orders Expiration of the Order Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Court records Police / Records PD-067 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 34090 Police / Records PD-068 Subpoenas (Records) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Stored in Crime Report File); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 54 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-069 Warrants (Recalled or Served) 2 years Mag S / I Yes: After QC & OD Department preference;; GC §34090 et seq. TEMPORARY HOLDING FACILITY Police / Jail PD-070 Daily Inspection Log, Juvenile Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Jail PD-071 Monthly Counts, Official Counts 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Jail PD-072 Video Recordings (Temporary Holding Facility) 1 year Mag GC §34090.6(a) TRAINING Police / Training PD-073 Background File / Recruitment File - Police Employees, Volunteers, & Police Interns (SUCCESSFUL) Separation + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; State law required 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; Police / Training PD-074 Background File / Recruitment File - Police Employees, Volunteers, & Police Interns (UNSUCCESSFUL) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; Police / Training PD-075 Personnel Files - Police Department Employees / Training Files (By Employee) Separation + 5 years Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Police / Training PD-076 Personnel Training Evaluations / Daily Observation Reports When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Police / Training PD-077 Respirator Fit Tests & Qualifications - Police Personnel Send to Human Resources Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 34090.7 Police / Training PD-078 Training File Separation + 5 years Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 55 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). BUILDING & SAFETY Public Works / Building & Safety BL-001 Address Assignments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Building & Safety BL-002 Address Files / Building Permits P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090, H&S §19850 Public Works / Building & Safety BL-003 Building Permit Database Indefinite - Permanent Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Building Permits are required for the Life of the Building ; GC §34090; H&S §19850 Public Works / Building & Safety BL-004 Building Plans - Cancelled or Withdrawn Upon Expiration, Cancellation or Withdrawal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Public Works / Building & Safety BL-005 Building Plans - Demolished Structures (ALL)10 years Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial only; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC 104.7 & 107; H&S§19850, GC §34090 Public Works / Building & Safety BL-006 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS Includes Environmental Assessments / Phase 1 Environmental Assessments, Development SWPPP (Stormwater Pollution Prevention Plan, v P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial only; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC 104.7 & 107; H&S§19850, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 56 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Building & Safety BL-007 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES Includes , Environmental Assessments / Phase 1 Environmental Assessments, Development SWPPP (Stormwater Pollution Prevention Plan, Groundwater Quality / Infiltration P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Site Plans Only for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Public Works / Building & Safety BL-008 Certificate of Occupancy (CofO) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Building & Safety BL-009 Certificate of Occupancy (CofO) - TEMPORARY Expiration + 2 years Yes (until expired) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Building & Safety BL-010 Construction Notices / Inspection Notices (correction notices, compliance orders, stop work notices, etc.) Until Cleared or Project Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The finalled permit is the final / official record; Preliminary Drafts; GC §34090 Public Works / Building & Safety BL-011 Electrical Service Inspection / Meter Release P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works / Building & Safety BL-012 Industrial Wastewater - Approval Letters, Flow Calculations, Correspondence, County Permits P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Building & Safety BL-013 Reports: Building Activity When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts (the database is the original); GC §34090 Public Works / Building & Safety BL-014 Requests & Permissions to Receive Copies of Plans (to and from Architects)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 57 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Building & Safety BL-015 Uniform Building Codes / California Building Codes Minimum While Ordinance is in Force Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §50022.6 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 58 of 96 ___________________ Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / CODE ENFORCEMENT Page PW/CE-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CODE ENFORCEMENT Public Works / Code Enforce- ment CE-001 2-year Vacancy Notices P Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Code Enforce- ment CE-002 Administrative Citation Hearings / Hardship Waivers Resolution + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Code Enforce- ment CE-003 Code Enforcement / Abatement Case Files / Administrative Citations / Compliance Orders / Vehicle Abatement (Includes appeals and Code Enforcement Complaint Letters) Excludes Liens (Send to City Clerk) Minimum Resolution + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090 Public Works / Code Enforce- ment CE-004 Code Enforcement Database Indefinite - Minimum 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 59 of 96 ___________________ Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). DEVELOPMENT SERVICES Public Works / Development Services DS-001 Assessment Rolls / Lighting and Landscape Districts / Parcel Tax Rolls / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Public Works / Development Services DS-002 Parcel Tax Assessments (Public Safety Tax)5 years Yes: Until Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC § 34090 Public Works / Development Services DS-003 Parcel Tax Exemption Applications & Correspondence (Public Safety Tax) Expiration of Exemption + 5 years Yes: Until Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC § 34090 Public Works / Development Services DS-004 Private Land Development Projects / Job Files: Administration File Construction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc. Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs Completion + 10 years Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 60 of 96 ___________________ Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Development Services DS-005 Private Land Development Projects / Job Files: Permanent Files Drainage, Grading Plans, Rights of Way, Soil Reports, Stormwater, etc. Dedications, Easements, Abandonments / Vacations (City Clerk is OFR) Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs, TSMs P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 61 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ENGINEERING Public Works / Engineering ENG-001 Aboveground Storage Tanks (City-Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Public Works / Engineering ENG-002 Aerial Maps (Analog / Historical) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-003 Benchmarks / Center Line Ties P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-004 Bridge Inventory Surveys P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-005 Capital Improvement Projects (CIP): Maintenance Projects (All Records) Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re-Roof, Sidewalk Repairs, Slurry Seals, etc. Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 62 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-006 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Where Engineering is the Lead Department Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Public Works / Engineering ENG-007 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Where Engineering is the Lead Department Specifications / RFP & Addenda, copy of Agreement or Contract, Successful Proposal, copy of Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, copy of Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 City Clerk ENG-008 City Property / Grant Deeds / License Agreements Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 63 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-009 Construction Inspection Database Indefinite - Minimum 10 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; Statute of Limitations for Errors & Omissions is 10 years; CCP §337 et. seq., GC §34090 City Clerk ENG-010 Covenants & Agreements Copies - When No Longer Required Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Public Works / Engineering ENG-011 Design & Construction Standards - Authored by the City P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-012 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built" P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 Public Works / Engineering ENG-013 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Final / Completion + 2 years Yes: Until Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090 Public Works / Engineering ENG-014 Encroachments - Permanent / Backup for License Agreements for Permanent structures in the City's Right of Way (City Clerk keeps final License Agreements) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-015 Engineering Permits Database Indefinite - Permanent Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; Some permits are Permanent; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 64 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-016 Engineering Reviews (Easements, Covenants, Lot Line Adjustments, Lot Mergers, etc.)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-017 Engineering Studies / Surveys - Preliminary Studies / Project Assessments P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-018 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-019 Grading Plans P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-020 Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, etc.P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 Public Works / Engineering ENG-021 Railroads (Historical Information) P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-022 Street Sweeping Contract Reports (NPDES Reporting)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Public Works / Engineering ENG-023 Traffic Counts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering ENG-024 Traffic Requests (Red Curbs, Crosswalks, Stop Signs, etc.)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering ENG-025 Traffic Speed Surveys 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 65 of 96 ___________________ Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept. ENG-026 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090 Public Works / Engineering ENG-027 Underground Storage Tanks - USTs (City Owned) Design, Installation, Repairs, Lining, Upgrades Life of the Tank Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 23 CCR 2712(b), H&S §25284.2(i) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 66 of 96 ___________________ Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / FLEET MAINTENANCE - GARAGE Page PW/G-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FLEET MAINTENANCE / GARAGE Public Works / Fleet Maint. / Garage FL-001 Garage Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works / Fleet Maint. / Garage FL-002 Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Public Works / Fleet Maint. / Garage FL-003 Used Oil Disposal 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Public Works / Fleet Maint. / Garage FL-004 Vehicle & Equipment History Files, AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle or Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 67 of 96 ___________________ Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSING Page PW/HOU-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HOUSING Public Works / Housing HOU-001 City-Owned Property - Lottery Drawing Results 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works / Housing HOU-002 City-Owned Property - Successful Lease Tenants (Application, Credit Reports, etc.) Expiration of Lease + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Public Works / Housing HOU-003 City-Owned Property - Unsuccessful Lease Tenants (Application, Credit Reports, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 68 of 96 ___________________ Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). MAINTENANCE Lead Dept. MNT-001 AQMD Permits (Generators, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works / Maint.MNT-002 Facility Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. MNT-003 Generator Operation Logs & Inspections - ALL 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD instructions; GC §34090 Public Works / Maint.MNT-004 Graffiti Removal Consent P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. MNT-005 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. Public Works / Maint.MNT-006 Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning) Expiration + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Division Providing Service / Work MNT-007 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Division Providing Service / Work MNT-008 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 69 of 96 ___________________ Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work MNT-009 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 70 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PLANNING Public Works / Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Non-Records) Public Works / Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Public Works / Planning PL-003 Census, Demographics When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) Public Works / Planning PL-004 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Public Works / Planning PL-005 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence and staff notes that provide insight into the project or the to the project Project Approval or Denial + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not all internal communications and notes are required to be saved; "E-mails that do not are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 Public Works / Planning PL-006 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Outside City boundaries When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 71 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Planning PL-007 General Plan, Elements and Amendments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Public Works / Planning PL-008 Historic Preservation Survey, Evaluations and Designations P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Planning PL-009 Master Plans, Specific Plans, Land Use Plans, Land Use Maps, Zoning Maps, etc.P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Planning PL-010 Materials Boards When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Public Works / Planning PL-011 Planning Applications Database Indefinite - Permanent Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; GC §34090 Public Works / Planning PL-012 Planning Project Files - Approved Permanent Entitlements (Application & Supporting Documents) (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) (Other originals kept by City Clerk) Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 72 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Planning PL-013 Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) Completion + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Engineering PL-014 Redevelopment Projects & Project Areas CIP Projects built by Redevelopment Agency, if any Send to Engineering Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Planning PL-015 Redevelopment Projects & Project Areas Environmental Documents / CEQA Permits, EIRs, Categorical Exemptions, Negative Declarations, etc. Send to Planning Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk PL-016 Redevelopment Projects & Project Areas Real Property: Deeds, Easements, Rights of Way Send to City Clerk Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Planning PL-017 Special Studies Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Planning PL-018 Temporary Entitlements / Temporary Permits (Approved & Unapproved): Fireworks Permits, etc. Minimum 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC§§34090 Public Works / Planning PL-019 Zoning Letters P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Public Works / Planning PL-020 Zoning Maps / Land Use Maps (Historically Significant)P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090.7 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 73 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Planning PL-021 Zoning Ordinance Amendments, Reclassifications / Zone Change P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 74 of 96 ___________________ Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - SOLID WASTE Page PW/SOLID-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). UTILITIES / SOLID WASTE Public Works / Solid Waste SOLID-001 Solid Waste Liens / Garbage Liens & Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Public Works / Solid Waste SOLID-002 Solid Waste Reduction / AB 939 Compliance / Tonnage Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/21/2025 Resolution No. 2025-030 Page 75 of 96 ___________________ Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). WASTEWATER / SEWER Public Works / Waste Water WW-001 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Wastewater Projects Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Public Works / Waste Water WW-002 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Wastewater Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Public Works / Waste Water WW-003 CCTV / Video Inspections Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. WW-004 Confined Space Entries 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works / Waste Water WW-005 FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 76 of 96 ___________________ Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Waste Water WW-006 Generator Operation Logs & Inspections - ALL 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD instructions; GC §34090 Public Works / Waste Water WW-007 Sanitary Spills and Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB Order 2002-0103-DWQ & 2006-03; 40 CFR 122.41(j)(2); GC §34090 Public Works / Waste Water WW-008 Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SSMPs are required to be updated every 6 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006- 03; & 2022-0103-DWQ; GC §34090 Division Providing Service / Work WW-009 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Division Providing Service / Work WW-010 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work WW-011 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 77 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). GAS Utilities / Gas GAS-001 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Gas Projects Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Utilities / Gas GAS-002 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Gas Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes;; GC §34090 Lead Dept. GAS-003 Confined Space Entries (Gas Only) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 City Clerk GAS-004 Easements P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 78 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Gas GAS-005 Employee Certifications (Gas Operator Qualifications & Tests, Employee Fusion Certifications) Separation + 5 years Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Utilities / Gas GAS-006 Environmental / Electrical Equipment Disposal - Hazardous Material P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Utilities / Gas GAS-007 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CCP §337 et. Seq., GC §34090 Utilities / Gas GAS-008 Facility Histories / Infrastructure Design P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-009 Gas Drawings / As-Builts / Record Drawings P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-010 Gas Emergency Operating Plan P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-011 Gas Load Forecasts, Imbalances Minimum 5 years Mag, Mfr, OD, Ppr S / I Department Preference; GC §34090 Utilities / Gas GAS-012 Gas Operating, Inspection & Maintenance Plans & Installation Procedures (DIMP-Distribution Integrity Management Plan, Public Awareness Program, Natural Gas System Operator Qualification Plan, Gas Integrity Management Program) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-013 Gas Pipelines - Cathodic Protection P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-014 Gas Pipelines - Integrity Management Program P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-015 Gas Pipelines - Pipeline Patrol P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 79 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering GAS-016 Gas Projects - Installation, Transmission, Distribution P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-017 Gas Regulator Station Calibration, Retest & Reset P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering GAS-018 Gas System Design, Regulator System Charts P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-019 Gas System Reports (Distribution, Integrity Management, Leakage, & Transmission) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-020 Gas Vaults - Inspections and Maintenance P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-021 Pipeline Maintenance / Valve Maintenance / Inspections / Gas Odorization Tests P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas GAS-022 Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas GAS-023 Regulatory Agency Compliance Reports & Confirmations: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas GAS-024 Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas GAS-025 Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas GAS-026 Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 80 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Gas GAS-027 Southern California Gas Agreement Administration / Intrastate Transmission Service Agreements / Firm Access Rights (FAR) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City Clerk has originals of all agreements); GC §34090 et seq. Utilities / Gas GAS-028 Southern California Gas Franchise Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 et seq. Utilities / Gas GAS-029 Underground Service Alerts (USA's) / Dig Alerts - Gas Only 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Division Providing Service / Work GAS-030 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Division Providing Service / Work GAS-031 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work GAS-032 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 81 of 96 ___________________ Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CUSTOMER SERVICE / UTILITY BILLING (ELECTRICITY, FIBER OPTICS, GAS, WASTE WATER, WATER ) Utilities / Customer Service CS-001 Accounts Receivable - Customer Services / Utility Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Utilities / Customer Service CS-002 Adjustments / Abnormal Read Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. City Clerk OR Utility / Customer Service CS-002.1 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2), 53755(d) City Attorney CS-003 Bankruptcies Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Lead Dept. CS-004 Billing Registers, Payment Registers, Adjustment Registers When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (The Business License & Permit Database is the original; reports are considered drafts or copies); GC §34090 Lead Dept. CS-005 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Utilities / Customer Service CS-006 Conservation Programs / Rebates / Incentives Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Customer Service CS-007 Customer Service / Utility Billing Database Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Utilities / Customer Service CS-009 Hydrant Meters - Rentals / Temporary (Pools, Construction) End of Rental + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Utilities / Customer Service CS-010 Lock Box Reports / Payment Detail Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 82 of 96 ___________________ Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Customer Service CS-010.1 Medical Necessity Customers (Emergencies / Shut-offs - Customers who must have electricity for critical medical equipment) When Superseded or Terminated Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Confidential; GC §34090 Utilities / Customer Service OR Utilities / Electricity CS-011 Reports to DOE (Department of Energy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Utilities / Customer Service CS-011.1 Residential Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision + 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer Service CS-011.2 Residential Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer Service CS-011.3 Residential Water Billing: NSF Checks / Adjustments to Customer accounts When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer Service CS-011.4 Residential Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. Expiration or Completion of Payment Plan Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 Utilities / Customer Service CS-011.5 Residential Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When Superseded; Minimum 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 Utilities / Customer Service CS-011.6 Residential Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 Lead Dept. CS-012 Returned Checks / NSF Checks 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 83 of 96 ___________________ Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Customer Service CS-013 Service Address Files (Application, Credit Report, Inspections, Water Liability Forms, Requests for Power Load Data, Control Cards, Work Orders, etc.) Close of Account in Good Standing + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Utilities / Customer Service CS-014 Stubs / Payment Coupons (returned with payment) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Utilities / Customer Service CS-015 Turn Ons and Turn Offs When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Utilities / Customer Service CS-016 Utility Adjustment Slips / Meter Mis- reads, Credits / Debits to Accounts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 84 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ELECTRICITY Utilities / Electricity EL-001 AQMD Fuel Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Lead Dept. EL-002 AQMD Permits (Generators, etc.) Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Utilities / Electricity EL-003 Bulk Power Log Sheets (prior to 2007) / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-004 Capital Improvement Projects (CIP): Administration File / NOT Scanned (Electricity) Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, Stormwater compliance, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 85 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-005 Capital Improvement Projects (CIP): Permanent File / Scanned Records (Electricity) Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Lead Dept. EL-006 Confined Space Entries / Hot Work Permits / Lock Out-Tag Out / Lockout-Tagout / Lockout-Blockout / Energy Control Procedures (ECP) / Air Monitoring Calibrations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Utilities / Electricity EL-009 Control Center Operator / Dispatcher Check Listing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Utilities / Electricity EL-045 Control Center Switching Order Logs / System Logs / Manual Entry Logs / Load Changes 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Load records are required for 3 years); 18 CFR 125.2, 125.3; GC §34090 Utilities / Electricity EL-007 Cooling Tower Activity Sheets and Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Utilities / Electricity EL-007.1 Daily Purchasing 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 18 CFR 125.2 & 125.3; GC §34090 Utilities / Electricity EL-008 Crane Maintenance Reports (Fixed / Stationary)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 344.80 & 81; GC §34090 Utilities / Electricity EL-010 Department of Energy (DOE) Licenses and Regulatory Correspondence P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 86 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-011 Department of Energy (DOE) Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Clerk EL-012 Easements P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 Utilities / Electricity EL-013 Electric Utility Service Equipment Requirements Committee (EUSERC) - All Records When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not City Records Utilities / Electricity EL-014 Electricity Drawings / As-Builts / Record Drawings Disposal of Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 18 CFR 125.2 & 125.3; GC §34090 Utilities / Electricity EL-015 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 18 CFR 125.2 & 125.3; CCP §337 et. Seq., GC §34090 Utilities / Electricity EL-016 Facility Histories / Infrastructure Design P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-016.1 Fuel Records (reported to AQMD 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD instructions; GC §34090 Utilities / Electricity EL-017 Generation Reliability Reports / Run Logs / Generation Reports / Generator Operation Logs & Inspections / Power Production Operating Data Logs / Diaries 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 18 CFR 125.2 & 125.3; AQMD Rule 1470; Utilities / Electricity EL-021 Joint Pole Agreements P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-022 Joint Pole Committee Industry Committee - All Records When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not City Records Utilities / Electricity EL-023 Joint Pole Invoices / Accounts Receivable 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing requirements); GC §34090 Utilities / Electricity EL-024 Joint Pole Locations, History, Maintenance (Card Files) Replacement of the Pole Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 87 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-025 Load Records, Load Curves, Temperature Logs, Water Logs 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (required for 3 years); 18 CFR 125.2, 125.3; GC §34090 Utilities / Electricity EL-025.1 Power Outage Reports - Preliminary Report produced by the Control Center 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering produces Final Report); GC §34090 Utilities / Electricity EL-026 Power Outage Reports - Final Report produced by Engineering 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-027 Power Outage Database / Interruption of Service Database Indefinite - Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Utilities / Electricity EL-029 Power Trading / Power Scheduling (Check Out Worksheets) Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (auditing standards are 5 years); GC §34090 Utilities / Electricity EL-030 Power Trading / Power Scheduling (Confirmations, Invoices) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-031 Power Trading / Power Scheduling (Generation Worksheets) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas EL-034 Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas EL-035 Regulatory Agency Compliance Reports & Confirmations: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas EL-036 Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas EL-037 Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 88 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity & Gas EL-038 Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-039 Sampling / Circular & Strip Charts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-040 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Utilities / Electricity EL-041 SCADA Printouts / Reports / Log Books / Logs Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Utilities / Electricity EL-042 Stormwater Monitoring / NPDES Monitoring and Inspection (from Former Electricity Generation Plant) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Utilities / Electricity EL-043 Stormwater: NPDES Annual Reports (from Former Electricity Generation Plant)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Utilities / Electricity EL-044 Stormwater: NPDES Permits (from Former Electricity Generation Plant) Expiration + 5 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Utilities / Electricity EL-046 Turbine Activity Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD instructions; GC §34090 Lead Dept. EL-046.1 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Division Providing Service / Work EL-047 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 89 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work EL-048 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work EL-049 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) Includes Job Briefing, Operating Checklist, Safety Checklist (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference for OSHA compliance; CCP §§338 et seq., 340 et seq., 342, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 90 of 96 ___________________ Ver. 7.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FIBER OPTICS Utilities / Fiber Optics FO-001 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Fiber Optics Projects Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Utilities / Fiber Optics FO-002 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Fiber Optics Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Utilities / Fiber Optics FO-004 Fiber Optic Customers (Internet & Dark Fiber) Close + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets auditing standards); GC §34090 Utilities / Fiber Optics FO-005 Fiber Optic Drawings / As-Builts / Record Drawings P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 Utilities / Fiber Optics FO-006 Fiber Optic Pipelines / Projects - Installation, Transmission, Distribution P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 Utilities / Fiber Optics FO-007 Fiber Optic Plans Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 91 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). WATER DISTRIBUTION (POTABLE WATER) Utilities Water Dist.WTR-001 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Water Projects Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Utilities Water Dist.WTR-002 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Water Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Utilities Water Dist.WTR-003 Chains of Custody / Water Analysis / Reports & Sampling: Bacteriological and Organics 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 141.33(a) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 92 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities Water Dist.WTR-004 Chains of Custody / Water Analysis / Reports & Sampling: Chemical (Includes Chlorine Residuals, Disinfectant Residuals, Disinfection Byproducts, and Disinfection Byproduct Precursors) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (10 years is required); 40 CFR 141.33(a); 22 CCR §§64470, 64537, 64692 Utilities Water Dist.WTR-005 Chains of Custody / Water Analysis / Reports & Sampling: Lead & Copper 12 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 12 years or 2 compliance cycles; 22 CCR 64400.25; 22 CCR §64470; 22 CCR 64690.80; 40 CFR 141.33(a); 40 CFR 141.91 Lead Dept. WTR-006 Confined Space Entries 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Utilities Water Dist.WTR-006.5 Cross-Connection / Backflow Test Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; exceeds SWRCB Cross-Connection Control Policy Handbook Section 3.5.1 requires records be retained for the previous three calendar years; GC §34090 Utilities Water Dist.WTR-007 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints (Correspondence regarding Potable Water) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a) Public Works / Engineering WTR-008 Development Review Comments Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Utilities Water Dist.WTR-009 Environmental Agencies / Regulatory Agencies (EPA, DHS, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities Water Dist.WTR-010 Fire Hydrant Flow / Pressure Tests (Development or Maintenance) - Database Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (data is interrelated); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 93 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities Water Dist.WTR-011 Fire Hydrant Flow / Pressure Tests (Development or Maintenance) - Paper Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (valves are exercised every year); GC §34090 Utilities Water Dist.WTR-012 Log Book (Pump Houses) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities Water Dist. Or HEALTH? WTR-013 NPDES Monitoring Reports (Well Site Discharges)3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Utilities Water Dist. Or HEALTH? WTR-014 NPDES Permits (Well Site Discharges) Expiration + 3 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. Utilities Water Dist.WTR-015 Operating Permit (Wells) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Utilities Water Dist.WTR-016 Operations & Maintenance Manuals / O & M Manuals Disposal of Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Utilities Water Dist.WTR-016.2 Public Notices - Potable Water (Tier 1, 2, or 3)3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR §64470; GC §34090 Utilities Water Dist.WTR-017.5 Reservoirs: Dive Videos 10 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference (covers 2 mandated cycles); GC §34090 Utilities Water Dist.WTR-017.6 Reservoirs: Flushing, Disinfection and Cleaning Minimum 3 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Flushing, Disinfection, Inspection and Cleaning is required for 3 years; 22 CCR §64604(c); GC §34090 Utilities Water Dist.WTR-017.7 Reservoirs: Inspection Reports, Maintenance Records P Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference; GC §34090 Utilities Water Dist.WTR-018 SCADA Database (Water) (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (data is interrelated); GC §34090 Lead Dept. WTR-019 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 94 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk WTR-020 Urban Water Management Plans (UWMP) Copies - When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies) GC §34090.7 Utilities Water Dist.WTR-021 Videos - Water Wells, Repairs, Reservoirs, Tanks, etc.P Mag Department preference; GC §34090 Utilities Water Dist.WTR-022 Vulnerability Assessment / Emergency Response Plan / Risk & Resilience Assessment / Hazard Mitigation Plan When Superseded - Minimum 5 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Confidential; 42 USC 300i-2 (c); GC §34090 Utilities Water Dist.WTR-023 Water Production Reads / Reports (to State DHS & DWR)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Utilities Water Dist.WTR-024 Water Quality Reports / Consumer Confidence Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Required for 12 years or 2 compliance cycles; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91 City Clerk WTR-025 Water Supply Agreements Copies - When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send originals to City Clerk; GC §34090.7 Utilities Water Dist.WTR-027 Well Records (includes Destroyed or Abandoned Wells)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Division Providing Service / Work WTR-028 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (data is interrelated); GC §34090 Division Providing Service / Work WTR-029 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 95 of 96 ___________________ Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work WTR-030 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/21/2025 Resolution No. 2025-030 Page 96 of 96 ___________________ City Council Agenda Report Meeting Date:October 21, 2025 From:Genoveva Rocha, City Clerk Department:City Clerk Submitted by:Yonnie Parker, Deputy City Clerk Subject Records Retention Schedule Update Recommendation Adopt Resolution No. 2025-030 approving the City’s Records Retention Schedule and repealing Resolution No. 2024-010. Background The City’s Records Management Program applies efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of records managed by the City. The current Retention Schedule was approved and adopted by the City Council on July 16, 2024 by Resolution No. 2024-010. Certain changes in laws, standards of business practices, the creation of new records, and the transfer of programs necessitated a review of the current schedules. The City retained the professional services of Gladwell Governmental Services, Inc. to assist with the records retention legal review, applying best industry practices and changes in laws. The recommended updates to the schedules were reviewed interactively with representatives from each department to incorporate current practices and provide clear, specific and relevant records description and appropriate retention periods. California Government Code Section 34090 broadly governs the retention of records in the City, yet there may be specific regulations that provide for longer retention, and the City may prefer to keep certain records longer than set forth in the regulations. The guiding regulations and provision for each department preference are noted in the comment field of the schedules. There are minor additions and clean-up language sparsely throughout the schedules. There are a few new additions to various department schedules shown in the attachment. There are also deletions of records due to those records existing in other sections or they simply no longer exist. When appropriate, the Fire Department retention schedule will be deleted since the City no longer has its own Fire Department. The proposed resolution is presented along with the proposed city-wide schedules in the attachment to this staff report in tracked-changes format which provides a clear visual of the changes to the schedules. Upon approval, the resolution establishes the City’s retention schedule, provides for the routine destruction of records, authorizes minor updates without further City Council action, and repeals Resolution No. 2024-010. Fiscal Impact There is no fiscal impact associated with this report. Attachments 1. Resolution No. 2025-030 2. Records Retention Schedule (Tracked Changes) HOW TO USE RETENTION SCHEDULES ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term “records” shall include all records as defined by the California Public Records Act. STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.) BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free office space and computer storage space • Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City • Find records faster • Determine what media should be used to store records AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records): Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion. • If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).” RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction. Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes ; other legal mandates may apply. Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY WIDE (Used by All Departments) Lead Dept.CW-002 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept.CW-005 Agreements & Contracts - WITHOUT City Clerk's Attestation (Prior to 2020) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), etc.) Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Upon Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Upon Completio n Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133; GC §34090; GC §8546.7 Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Upon Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-008 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The RFP / RFQ and the successful proposal becomes part of the agreement or contract; GC §34090 Staffing Dept.CW-011 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All recommendations are presented to the City Council; GC §34090 et seq. CW-012 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records Staffing Dept.CW-013 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-014 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 10 years Mag OD Department preference; State law only requires for 30 days; GC §54953.5(b) VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes 10 years Mag OD Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Staffing Dept.CW-016 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department preference; GC §34090 Lead (Responding) Dept. CW-020 Complaints / Concerns from Citizens Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§911.2, 34090 Lead Dept.CW-023 Copies or duplicates of any record Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Dept. that Authors Document or Receives the City's Original Document CW-024 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Administrative, Chronological, e- mail, General Files, Letters, Memorandums, Reading File, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (2017) 2 Cal.5th 608 GC §34090; VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, instant messaging, inventories, invitations, logs, mailing lists, meeting room registrations, speaker slips, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages. transmittal letters, thank yous, requests from other cities, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.) When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT E- mails, electronic records, or social media postings where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing them in a file folder, or saving them electronically. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500; 64 Ops. Cal. Atty. Gen. 317 (1981); City of San Jose v. Superior Court (2017) 2 Cal.5th 608 Lead Dept.CW-027 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; meets auditing standards; GC §34090 Lead Dept.CW-028 DMV Pull Notices When Superseded or Separated Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-029 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 Lead Dept.CW-030 GIS Database / Data / Layers (both City- wide and Specialized) When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-031 Grants (UNSUCCESSFUL Applications, Correspondence)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-032 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §34090 GC § 8546.7 Lead Dept.CW-035 Leave Slips / Time Off Requests When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the Regular Course of Business GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-036 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Lead Dept.CW-039 Newspaper Clippings When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept.CW-040 Notices: Public Hearing Notices and Proofs of Publications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-042 OSHA Inspections or Citations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human Resources CW-043 Personnel Files (Department-level Files) Except for Fire & Police Department Send to Human Resources Upon Separation or Transfer Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept.CW-044 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-045 Photographs When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; destroy unnecessary photographs. GC §34090 Lead Dept.CW-045.1 Proclamations, Commendations, Certificates / Recognitions 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-047 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-048 Purchase Orders / Requisitions 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 Lead Dept. (Who Ordered the Appraisal) CW-049 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090. 7928.705 Lead Dept. (Who Ordered the Appraisal) CW-050 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Not accessible to the public until purchase has been completed; meets municipal government auditing standards; GC §§34090, 7928.705 CW-052 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-Records Lead Dept.CW-053 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.CW-054 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-056 Reports and Studies (Historically significant - e.g., Zoning Studies)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 10 years Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-057 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 Lead Dept.CW-059 Special Projects / Subject Files / Issue Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Lead Dept.CW-060 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-062 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics & Safety Training & Tailgates, Sexual Harassment Prevention Training) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD When Inactive Department preference; Ethics & Harassment Prevention Training are 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), LC §6401.9(f), Lead Dept.CW-063 Video Recordings - City Operations / Building Security 1 year Mag Records "regular and ongoing operations"; GC §34090.6 Lead Dept.CW-064 Video Recordings - Parking Lots, Public Areas When No Longer Required Mag Does not record "regular and ongoing operations"; GC §34090.6 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 11.0RECORDS RETENTION SCHEDULE: CITY ATTORNEYPage CA-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).CITY ATTORNEYCity Attorney CA-001 Advice Files / Department FilesMinimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090City Attorney CA-001.1Attorney Invoice backup / detail (confidential)5 yearsYes: Until PaidMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (meets municipal government auditing standards); GC §34090City Attorney CA-002Bankruptcies - NOT pursuedWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business; GC §34090City Attorney CA-003Bankruptcies - Where a claim is filed10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (negative information remains on credit ratings for 7 years); GC §34090City Attorney CA-004 City Attorney Opinions and Opinion Index PYesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090City Attorney CA-005 Claim for Damages - Over $2,501Minimum Final Resolution + 5 yearsYes: Until SettlementMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b)City Attorney CA-006 Closed Session MaterialsMinimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090City Attorney CA-007Litigation Files / Lawsuits / Court Case Files - Real Property or Historically SignificantPYes: Until SettlementMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b)City Attorney CA-008Litigation Files / Lawsuits / Court Case Files - NOT Real Property or Historically SignificantMinimum Final Resolution + 5 yearsYes: Until SettlementMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b)City Clerk CA-009Settlement Agreements / Final Court SettlementsCopies - When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODSend all final settlement agreements and court settlements to City Clerk; GC §34090City Attorney CA-010 Summons 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CADM-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ADMINISTRATOR City Admin.CADM-002 City Council Correspondence Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 City Admin.CADM-002.5 Community Give-away Receipts 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD GC §34090 City Admin.CADM-003 Grand Jury Reports and Responses (Regarding City Operations)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference (the Grand Jury keeps their reports 5 years); GC §34090 City Clerk CADM-004 Independent Reform Monitor Reports Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Included in City Council Agenda Packets; GC §34090.7 City Admin.CADM-006 Projects, Programs, Economic Development, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 City Admin.CADM-007 Speech Notes / PowerPoint Presentations When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes, drafts, or preliminary documents; GC §34090 et seq. Finance CADM-008 Travel / Conferences Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Invoices are maintained by Finance; GC §34090.7 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 19.0RECORDS RETENTION SCHEDULE: CITY CLERKPage CC-1Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).CITY CLERKCity Clerk CC-001Agenda Packets: City Council, Active and Inactive Decision Making BodiesPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090City Clerk CC-003Agreements & Contracts (INFRASTRUCTURE - ALL Settlement Agreements, MOUs, etc.)Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Notice of CompletionExamples of Infrastructure: Architects, buildings, bridges, covenants / CC&Rs, golf course redesign / construction, development, park improvements, property restrictions, reservoirs, settlement, sewers, sidewalks, street & alley improvements, utilities, water. PYes: Before CompletionMag, Mfr, OD, PprS / IYes: After QC & OD inactiveStarting in 2020, ALL original contracts are sent to the City Clerk. 2019 and prior, the City Clerk retained the originals of any agreement or contract that the City Clerk attested to only.Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a)City Clerk CC-004Agreements & Contracts (NON-INFRASTRUCTURE ALL)Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Notice of CompletionExamples of Non-Infrastructure: Consultants, Franchises, Landscape Maintenance, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Human Resources, Professional ServicesCompletion + 10 yearsYes: Before CompletionMag, Mfr, OD, PprS/IYes: After QC & ODUpon CompletionStarting in 2020, ALL original contracts are sent to the City Clerk. 2019 and prior, the City Clerk retained the originals of any agreement or contract that the City Clerk attested to only.Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 19.0RECORDS RETENTION SCHEDULE: CITY CLERKPage CC-2Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).City Clerk CC-004.1Board & Commission Applications (Successful and Unsuccessful)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090City Clerk CC-005Board & Commission / Committee Maddy Act Lists / Vacancy Notices2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090City Clerk CC-006Budgets - Adopted / Final (approved via resolution)PYes: Current Fiscal YearMag, Mfr, OD, PprS / IYes: After QC & OD 90 daysDepartment preference; GC §34090 et seq.City Clerk CC-007City Council, Board & Commission Historical List of MembersPMag, Mfr, OD, PprS / IYes: After QC &ODDepartment preference; GC §34090City Clerk CC-008Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL7 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsCity maintains original statements; GC §81009(d)(e)(f)&(g)City Clerk CC-008.1Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL ELECTRONICALLY-FILED10 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsStatements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615City Clerk CC-008.2Economic Interest Filings (FPPC Form 602 / 635) - Lobbyist Authorization / Reporting 5 yearsMag, Mfr, OD, PprS / IYes: After QC 2 years2 CCR 18615(d), GC §81009(e)&(gCity Clerk CC-009 FPPC Form 801 (Gift to Agency Report) 7 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsMust post on website; GC §81009(e) City Clerk CC-010FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsShould post on website for 4 years; GC §81009(e)City Clerk CC-011FPPC Form 803 (Behested Payment Report)7 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsGC §81009(e) City Clerk CC-014FPPC Form 806 (Agency Report of Public Official Appointments)7 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsMust post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) City Clerk CC-015 FPPC Referral LettersMinimum Term of Office + 2 yearsMag, Mfr, OD, PprS / IYes: After QCDepartment preference; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 19.0RECORDS RETENTION SCHEDULE: CITY CLERKPage CC-3Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).ELECTIONS - CONSOLIDATEDCity Clerk OR Utility / Customer ServiceCC-016Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2), 53755(d)City Clerk CC-017Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials)All, whether filed electronically or notPMag, Mfr, OD, PprS / IYes: After QC 2 yearsFor Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i)City Clerk CC-018Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATESIncludes Unsuccessful Candidates Without Committees that Don't File Electronically5 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsCandidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615City Clerk CC-018Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES ELECTRONICALLY FILED - WITH or WITHOUT Committees10 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsStatements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615City Clerk CC-019Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies)4 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsPaper must be retained for at least 2 years; GC §81009(f)&(g)City Clerk CC-020Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS -not candidate-controlled)7 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsPaper must be retained for at least 2 years; GC §81009(c)&(g)City Clerk CC-021Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATESTerm of Office + 4 yearsMag, Mfr, OD, PprS / IYes: After QC 2 yearsCA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100City Clerk CC-022Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATESElection + 4 yearsMag, PprCA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 19.0RECORDS RETENTION SCHEDULE: CITY CLERKPage CC-4Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).City Clerk CC-023Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 yearsMag, PprGC §34090City Clerk CC-024Elections - HISTORICAL (Sample ballot, copies of resolutions with the final results; Certificate of Election)PMag, Mfr, OD, PprS No Retained for Historical Value, GC §34090City ClerkCC-025.1Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENTFinal Examination + 1 year afterpetition examinationPprNot accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400City ClerkCC-025.2Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENTResults + 8 monthsPprNot accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400City ClerkCC-025Elections - Petitions (Initiative, Recall or Referendum)Results + 8 months, or Final Examination if No Election + 1 year afterpetition examination if petition is insufficientPprNot accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400City Clerk CC-025.1Elections - Petitions (Initiative, Recall or Referendum) - IF Insufficient, and IF Proponents Examine Petition1 year Ppr EC §§17200(b)(3), 17400VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 19.0RECORDS RETENTION SCHEDULE: CITY CLERKPage CC-5Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated)City Clerk CC-026Applications to View Voter Registration Information5 years Ppr EC 2188(f)City Clerk CC-028Ballots, Ballot Security Envelopes - After Election6 mo. Ppr EC §17302City Clerk CC-029Ballots, Ballot Security Envelopes - After Recount6 mo. Ppr EC §17306City Clerk CC-030 Challenged & Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-031 Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306City Clerk CC-032 Precinct Officer Appointments 6 mo. Ppr EC §17503City Clerk CC-033 Roster of Voters 5 yearsMag, Mfr, OD, PprEC §17300City Clerk CC-034Tally Sheets, Logic & Accuracy Test Certifications6 mo. Ppr EC §17304City Clerk CC-035Vote-by-Mail Applications, Roster of Absentee Applications6 mo. Ppr EC §17302City Clerk CC-036 Vote-by-Mail Identification Envelopes 6 mo. Ppr EC §17302City Clerk CC-037Voter Index Copies used as the Voting Record at Polling Places6 mo. Ppr EC §17304City Clerk CC-038 Voter Index Original 5 years Ppr EC §17001(End of Elections Section)City Clerk CC-039 Ethics Training Certificates 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §53235.2(b)City Clerk CC-039.1 Film Permits (Issued by Film LA)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC § 34090 et seq.City Clerk CC-040Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.)PMag, Mfr, OD, PprS / IYes: After QC & OD NoCity Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090City Clerk CC-041Housing Lottery / Interest Forms (Public Works conducts Lottery)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 19.0RECORDS RETENTION SCHEDULE: CITY CLERKPage CC-6Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).City Clerk CC-042Minutes: City Council, Active and Inactive Decision Making BodiesPMag, Mfr, OD, PprS / IYes: After QC & OD NoGC §34090City Clerk CC-043Municipal Code Administration, Distribution, etc.When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business; GC §34090City Clerk CC-044Notices: City Council, Active and Inactive Decision Making Bodies2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODStatute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090City Clerk CC-045Oath of Office: City Council, Boards & Commission MembersTerm of Office + 4 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODDepartment Preference; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c); GC §34090City Clerk CC-046 Ordinances PMag, Mfr, OD, PprS / IYes: After QC & OD NoGC §34090City Clerk CC-047Public Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) Excludes Police2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090City Clerk CC-048Real Property: Deeds, Easements, Liens, Rights of WayP Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & OD NoDepartment preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq.City Clerk CC-049Recordings - AUDIO & VIDEO RECORDINGS of Meetings / Audio Tapes - City Council, Active and InactiveDecision Making Bodies2 yearsMag OD Department preference; State law only requires for 30 days; Video tapes of meetings are required for 90 days; GC §34090.6; GC §54953.5(b)City Clerk CC-050Records Destruction Authorization Forms10 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODDepartment preference; GC §34090City Clerk CC-051Records Retention Schedules / Amendments to Records Retention SchedulesPMag, Mfr, OD, PprS / IYes: After QC & OD NoGC §34090 et. seq.City Clerk CC-053Resolutions: City Council, Active and Inactive Decision Making BodiesPMag, Mfr, OD, PprS / IYes: After QC & OD NoGC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 19.0RECORDS RETENTION SCHEDULE: CITY CLERKPage CC-7Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).City Clerk CC-053.1Secretary of State Statement of Facts / Registry of Public Agencies2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090City Clerk CC-054Subpoenas for Personal Appearance (City Hall Employees, Fire Employees)Excludes Police2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ACCOUNTING Finance / Accounting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance / Accounting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Check Request, etc. Excludes backup for Attorney invoices) 7 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 City Clerk FIN-003 Audit Reports / Annual l Comprehensive Financial Report (ACFR) and related Audit Opinions Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 90 days (Copies - the original is maintained by the City Clerk in the Agenda Packet); GC §34090.7 Finance / Accounting FIN-004 Audit Work Papers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 Finance / Accounting FIN-005 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001-1 Public Works / Developme nt Services FIN-006 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Accounting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports See Bank Statements for statement retention. Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 90 days Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. City Clerk FIN-008 Budgets - Adopted / Final (approved via resolution) Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 90 days City Clerk maintains originals; GC §34090.7 Finance / Accounting FIN-009 Budgets - Preliminary, Proposed, Backup Documents When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance / Accounting FIN-010 Checks / Warrants (Issued by the City, Cashed / Paid)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; this is the length of time commercial banks retain images of the checks; GC §34090 Finance / Accounting FIN-011 Escheat (Unclaimed money / uncashed checks)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / Accounting FIN-012 FEMA Reimbursement / OES Reimbursements 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Accounting FIN-013 Financial Services Database Indefinite - Minimum 10 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; FERC requires 10 years for GLs, Subsidiary Ledgers and Journal Vouchers; 18 CFR 125.2 & 125.3; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Accounting FIN-014 Fixed Asset List / Fixed Asset Evaluation Study / Depreciation Schedules P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance / Accounting FIN-015 Investments / Arbitrage Report / Swaps / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; FTC Reg's rely on "self- enforcement"; GC§§ 34090, 43900 Finance / Accounting FIN-016 Journal Entries / Journal Vouchers 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Required because of electricity regulations; 18 CFR 125 et seq.; GC §34090, CCP § 337 Finance / Accounting FIN-017 Reports, Finance Reports created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 Finance / Accounting FIN-018 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting FIN-019 Transportation Audits / PERS Audit, etc.5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance / Accounting FIN-020 Treasurer's Reports & Backup 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Accounting FIN-021 W-9s Minimum 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 BUSINESS LICENSE & REVENUE VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Business License & Revenue FIN-022 Accounts Receivable - Miscellaneous - Backup for Damage to Public Property, Invoices to Outside Entities, Rent Billings, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Business License & Revenue FIN-022.1 Alarm Permits Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. City Attorney FIN-023 Bankruptcies Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Finance / Business License & Revenue FIN-024 Business License & Permit Database Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Finance / Business License & Revenue FIN-025 Business License Applications and Changes 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Business License & Revenue FIN-026 Business License Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Business License & Revenue FIN-027 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Lead Dept.FIN-028 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Business License & Revenue FIN-029 Returned Checks / NSF Checks 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Business License & Revenue FIN-029.1 Utility User Tax Remittance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. PAYROLL Finance / Payroll FIN-033 Auto Pay Authorization Forms / Direct Deposit Authorizations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Payroll FIN-034 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Payroll FIN-035 DE-6, DE-7, DE-9, DE-43, W-3, & DE- 166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FIN-036 Deferred Compensation (457) Reports, Registers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance / Payroll FIN-037 Verifications of Employment, Child Support, etc. (From lenders or other outside companies) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the Regular Course of Business GC §34090 Finance / Payroll FIN-038 Payroll Benefit Files / Administration Forms (W-4s, Changes, Employee, Computer Loan Receipts and Payments, Vacation pay-off requests, etc.) Separation + 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; IRS Regulation for W- 4s is four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1; GC §34090 Finance / Payroll FIN-039 Payroll Journals / Payroll Registers / Pay Day Registers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Payroll FIN-040 Time Cards / Time Sheets / Time Off Request Forms / Payroll Certifications / Leave Requests / Payroll Exception Forms 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance / Payroll FIN-041 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 PURCHASING Finance / Purchasing FIN-042 Asset Disposal / Sale / Auction / Surplus 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-043 Credit Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-044 Purchase Orders / Purchase Contracts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-045 Vehicle Titles - Copy of Release of Liability 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD DMV records retained for convenience Finance / Purchasing FIN-046 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 RISK MANAGEMENT Finance / Risk Manag. FIN-046.1 Claim for Damages - Up to $2,500 / Damage to City Property Final Resolution + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5(b) Finance / Risk Manag. FIN-046.2 Insurance Certificate Renewals for Vendor Agreements & Contracts / Certificate of Liability Insurance 11 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Covers E&O Statute of Limitations and latent defects; CCP §§337. 337.1(a), 337.15, 343; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Risk Manag. FIN-047 Insurance Polices (City-owned policies)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Risk Manag. FIN-048 JPA / JPIA Reports / General Liability Claim Runs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 13.0RECORDS RETENTION SCHEDULE - FIRE Page FR-1Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).FIRE ADMINISTRATIONFire / Admin.FR-001Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) Superseded and ApprovedYesMag, Mfr, OD, PprS/IYes: After QC & OD NoGC §34090Fire / Admin.FR-002 EOC Activations & Drills 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Fire / Admin.FR-003Fire Sprinkler Inspections and/or Certifications (includes Title 19 certifications) Minimum 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Fire / Admin.FR-004 Monthly Statistical Reports / Run StatisticsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODConsidered a preliminary draft / copy (the Fire database is the original); GC §34090 et seq.City Clerk FR-005Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODOriginals Maintained by City Clerk or County Clerk of the Board Permanently; GC §34090.7Fire / Admin.FR-006 Ride-A-Long Waivers 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Admin.FR-007 Special Events / Ops PlanMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Preliminary drafts not made or retained for the purpose of preserving the informational content for future reference; GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981))Fire / Admin.FR-008 Strike Team Reimbursement (OES / FEMA) 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090EMERGENCY MEDICAL SERVICESVERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 13.0RECORDS RETENTION SCHEDULE - FIRE Page FR-2Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Fire / EMS FR-009Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years YesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference - required for 3 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04; 22 CCR 70263 and 71233;FA §32003(e), B&P 4081; GC §34090Fire / EMS and Admin.FR-010 Emergency Medical DatabaseIndefinite - Minimum 20 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; If data includes e-PCRs, Minors retention is until 1 year after age 18, but not less than 7 years; 10 years (see Patient Care Reports) GC §34090Fire / EMS FR-011EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODStatute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §34090Fire / EMS FR-012HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)Superseded + 6 yearsMag, Mfr, OD, PprS / IYes: After QC & OD 1 year45 CFR 164.530(j)Fire / Admin. & EMSFR-013Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS AND JUVENILES20 yearsMag, Mfr, OD, PprS / IYes: After QC & OD 1 yearDepartment Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §34090; H&S §§1797.98(e)123145; 42 CFR 482.24(b); 9 CCR 9444, 22CCR 70751(c) & 71551(c); 22 CCR 70751(c),71551(c), 73543(a), 74731(a), 75055(a),75343(a), 77143(a), W&I 14124.1; CMS Pub.100-4, Chapter 1, Section 110.3FIRE MARSHAL / FIRE PREVENTIONVERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 13.0RECORDS RETENTION SCHEDULE - FIRE Page FR-3Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Fire / Fire Prevention Admin. / Public WorksFR-014Annual Fire Inspection Notices / Citations / Notice of Violations (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Fire Permit(Construction Permits), and Occupancy inspections are maintained in Public Works Address FilesLife of the Structure or Activity, or Minimum 5 years, Whichever is LongerMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; California Fire Code requires 5 years or Life of the Structure or Activity, for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090Fire / Fire Marshal Admin.FR-016Fire Investigations - Arson & Capital Crimes OnlyPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (Capital Crimes have no statute of limitations); GC §34090 et seq.Fire / Fire Marshal Admin.FR-017Fire Investigations - OTHER Than Arson & Capital Crimes Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; CFC § 104.6; GC §34090 et seq.Fire / Fire Marshal Admin.FR-017.5Plans: Fire Sprinkler, Fire Safety Plans / Fire Construction Documents (Final, Approved by the Fire Department Only)Life of the Structure or Activity, or Minimum 5 years, Whichever is LongerMag, Mfr, OD, PprS / IYes: After QC & ODRequired to be retained for Completion + 180 days; CFC §106.4; GC §34090 et seqFire / Fire Prevention Admin.FR-018Public Information / Education (when produced internally)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Fire / Fire Prevention Admin.FR-019 Weed Abatement / Vegetation AbatementMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090OPERATIONS / SUPPRESSIONFire / Ops FR-020Apparatus, Equipment & Vehicle Records & TestingSurplus + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 13.0RECORDS RETENTION SCHEDULE - FIRE Page FR-4Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Fire / Ops FR-021 Daily Log BooksMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Ops FR-023Employee Training File (by employee)Individual Training Certificates, Continuing Education for ParamedicsSeparation + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODWhen InactiveDepartment preference; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b)Fire / Ops FR-024Fire Hydrant Valve Exercises / Notice of Deficiency Minimum 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Fire / Admin. & OpsFR-025 Fire Incident RMS DatabaseIndefinite - Life of the Structure or Activity, or Minimum 5 years, Whichever is LongerYesMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; If used for Inspections, California Fire Code requires 5 years or Life of the Structure or Activity for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090 Fire / Ops FR-033 Fire Incident Reports 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Ops FR-026 Fire Training Center - Waivers of Liability 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Ops FR-027 ISO Insurance Ratings 15 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (rated every 10 years); GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 13.0RECORDS RETENTION SCHEDULE - FIRE Page FR-5Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Fire / Ops FR-028 Pre-plan SheetsWhen SupersededYes: Before EventMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts; GC §34090 et seq.Fire / Admin. & OpsFR-029Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC § 34090 et seq.Fire / Ops FR-030 Training Database / Log (Target Solutions)Indefinite - Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; Ethics & Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b),53237.2(b)Fire / Ops FR-031Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks (Fire Vehicles Only)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HEALTH & ENVIRONMENTAL CONTROL (CUPA - Certified Unified Program Agency) Health & Environmental Control H&EC-001 Aboveground Storage Tanks Inspections, Integrity Testing, Maintenance, Repairs 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Health & Environmental Control H&EC-001.1 Address Files: Inspections & Permits P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-004 Animal Control Notices to Comply, Warning Letters / Notices / Citation Books 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-005 Animal Licenses / Dog Licenses 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-005.1 Animals - Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD FA §§31108.3 and 31752.1; GC §34090 Health & Environmental Control H&EC-006 Backflow: Water System Backflows / Cross- Connection 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department preference; Meets California Department of Health requirements (3 years); GC §34090; 17 CCR 7605(f) Health & Environmental Control H&EC-008 CalARP (California Accidental Release Prevention) Risk Management Reviews, Comments When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City is not lead agency; given back to facility; Facility Owner re-certifies every 5 years. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control Utilities / Stormwater H&EC-008.2 STORM-001.1 Development SWPPP (Stormwater Pollution Prevention Plan) / Construction Monitoring Finalled + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44;GC §34090 et. seq. Health & Environmental Control Utilities / Stormwater H&EC-008.3 STORM-001.2 Environmental Assessments / Phase 1 Environmental Assessments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Department Preference; GC §34090 et. seq. Health & Environmental Control H&EC-012 Free Sale Letters / Food Shipping Certificates 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-015 Hazardous Waste Manifests / Certificates of Disposal (In Address Files) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Health & Environmental Control H&EC-016 Jail Inspections (Temporary Holding Facility)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-016.1 Liens and Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Health & Environmental Control H&EC-013 Monitoring Well Permits / Groundwater Quality / Infiltration P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Department Preference; GC §34090 et. seq. Finance / Accounting H&EC-017 Permitted Uses / Health Permit Inspection Database (Envision) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-019 Permitted Uses / Occupancy Inspections: Hazardous Materials / USTs (Salmon) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department Preference; CUPA Inspections are required for 5 years; 27 CCR 15185 & 15280; GC §34090 Health & Environmental Control H&EC-020 Permitted Uses / Occupancy Inspections: Food Processing Occupancies (Green) Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-021 Permitted Uses / Occupancy Inspections: Garment Assembly Occupancies (Gold) Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-022 Permitted Uses / Occupancy Inspections: Light Use Occupancies - No Permits Required (White) Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-023 Permitted Uses / Occupancy Inspections: Solid Waste / Recycling Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-018 Permitted Uses Billing / Invoices & Reconciliations (Food, Garment, Hazardous Materials, Underground Storage Tanks, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department Preference (meets municipal government records); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-024 Pest Control / Pesticide Use Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); 3 CCR 6623, 40 CFR 110.3(d) GC §34090 Health & Environmental Control H&EC-025 Remediation Cases / Studies and Reports, Contamination Data, Permits for Soil Boring, Site Safety Plans, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-009 Retail Food Facilities: Catering Truck Permits, Inspections, Citations, Violations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Health & Environmental Control H&EC-026 Solid Waste Franchise Hauler Permits / Recycling Permits / Truck Inspections Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-026.1 Solid Waste Franchise Payments 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department Preference (exceeds municipal government auditing standards; GC §34090 Health & Environmental Control H&EC-027 Solid Waste Tonnage Reports / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (after 2 years) Department preference; SB 1383 compliance is required for 5 years; 14 CCR § 18995.2; GC §34090 Health & Environmental Control H&EC-028 Stormwater Illicit Discharges Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control Utilities / Stormwater H&EC-028.1 STORM-001.4 Stormwater Monitoring / NPDES Monitoring and Inspection (by Address) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Health & Environmental Control Utilities / Stormwater H&EC-028.2 STORM-001.5 Stormwater: Business Inspections (by Address) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); 40 CFR §§122.21, 122.41, 122.44; GC §34090 Health & Environmental Control Utilities / Stormwater H&EC-028.3 STORM-001.6 Stormwater: MS4 Monitoring Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Health & Environmental Control Utilities / Stormwater H&EC-028.4 STORM-001.7 Stormwater: MS4 Permits 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Health & Environmental Control Utilities / Stormwater H&EC-028.5 STORM-001.8 Stormwater: NPDES Annual Reports (Includes Well Site Discharges)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Health & Environmental Control Utilities / Stormwater H&EC-028.6 STORM-001.9 Stormwater: NPDES Permits (Includes Well Site Discharges) Expiration + 5 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control Utilities / Stormwater H&EC-028.7 STORM- 001.10 Stormwater: TMDL Plan (Total Maximum Daily Load) TMDL Monitoring Plan 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Health & Environmental Control H&EC-030 Underground Storage Tanks UST Monitoring, Inspections 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.2(i) Health & Environmental Control H&EC-031 Underground Storage Tanks (City- Owned and/or Privately Owned) Locations, Soil Remediation, Monitoring Well Records P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HUMAN RESOURCES Human Resources HR-001 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-002 Background File (SUCCESSFUL) Except for Police Dept. Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C) Human Resources HR-003 Background File (UNSUCCESSFUL) Except for Police Dept.4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C) Human Resources HR-004 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-005 Compensation Surveys & Studies Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; PERS requires 5 years for Compensation Earnable (usually compensation is adopted via Resolution of the City Council); Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, 2 CCR 270.5; GC §§12946, 12960, 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-006 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 1101(c); GC §§12946, 12960, 34090 Human Resources HR-007 DMV Pull Notices (All, Including Fire & PD) When Superseded, or Upon Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human Resources HR-008 Drug & Alcohol Test Results (All - Positives and Negatives)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources HR-009 Tuition Reimbursement Determination Memorandas (Employee is in Good Standing) Employee in Good Standing + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets Municipal Government Auditing Standards; Statute of Limitations is 4 years; CCP §337 et. seq., GC §34090 Human Resources HR-010 Grievance Files Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-011 I-9s Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human Resources HR-011.1 Investigator Contracts Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §337 et. seq., GC §34090 Human Resources HR-012 Job Descriptions / Classification Specifications Minimum Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090 Human Resources HR-013 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 29 CFR 405.9; GC §34090 Human Resources HR-014 OSHA Logs & Citations - OSHA Log 200, 300, 301, 301A, etc.5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-015 Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), Harassment Prevention Training Certificates, etc. Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Human Resources HR-016 Personnel Files - Medical File (all employees, including retiree files) Pre-employment Health Clearances, ADA Accommodations, Respirator Fit Tests, etc. Separation + 30 years, or Termination of Benefits + 5 years, whichever is longer Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Resources HR-016.1 Public Self-Insurer's Annual Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Human Resources HR-017 Recruitment and Testing File (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring Decision + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human Resources HR-017.1 Recruitment Database (NeoGov)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Per NeoGov Policy; State requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14. 2 CCR 11013(c); GC §§12946, 12960, 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-017.2 Safety Committee Meetings 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD When Inactive Department preference; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090 Human Resources HR-018 Studies & Surveys - Informal - Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Human Resources HR-018.5 Verifications of Employment, Child Support, etc. (From lenders or other outside companies) When No Longer Required Mag Ppr Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq Human Resources HR-019 Workers Compensation Claim Runs / Monthly Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Human Resources HR-020 Workers Compensation Claims (Includes all Accident, or Injury Reports from Employees) Separation + 30 years, or Termination of Benefits + 5 years, whichever is longer Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Resources HR-020.5 Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGYPage IT-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).INFORMATION TECHNOLOGYInformation TechnologyIT-001 Backups / Computer Backups (ALL Disaster Recovery Computer Backups) When No Longer Required Yes Mag.Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq.Information TechnologyIT-002.1Enterprise System Catalogue (listing of software posted on line)When SupersededPprGC §34090Information TechnologyIT-003 Network Configuration Maps & PlansWhen No Longer RequiredYes Mag.Preliminary documents not retained in the ordinary course of business; GC §34090 et seq.Information TechnologyIT-004UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes PODFor legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq.VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).POLICE ADMINISTRATIONPolice / AdminPD-001.1Animal Control: Bite Reports / Rabies Control Records3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090 et seq.Police / AdminPD-001.2 False Alarm Reports & BillingMinimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets municipal government auditing requirements; GC §34090 et seq.Police / AdminPD-001.3Subpoenas - provided by DA in DocuPeak (Personal Appearance or Duces Tecum)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090CAD / DISPATCHPolice / Commun.PD-001Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD)Minimum 180 daysMagDepartment Preference (consortium standard); legally mandated for 100 days; (may be discoverable or made public in some circumstances), GC §§34090, 34090.6DETECTIVE BUREAU Police / DetectivesPD-002 Investigation Files and Arrest FilesTransfer to RecordsMag, Mfr, OD, PprS / IYes: After QC & ODFinal reports and records are transferred to the case file stored in Records; GC §34090 et seq.PATROLPolice / PatrolPD-002.5Automated License Plate Reader Data / ALPR RecordingsWhen No Longer RequiredMagRecordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq;Police / PatrolPD-003Canine (Police Service Dogs) Program Files / Training Files: Animal FilesSeparation + 3 yearsMag, Mfr, OD, PprS / IYes: After QC & OD3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq.Police / PatrolPD-004Canine (Police Service Dogs) Program Files: Action Reports, Monthly Reports5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-2Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / PatrolPD-004.5 Drone (Unmanned Aerial Vehicle) Recordings When No Longer RequiredMagRecordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq;Police / PatrolPD-005 Extra Patrol requests 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.Police / PatrolPD-038Field Investigation Cards (FI's) After Entry into RMS2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (Preliminary Drafts entered into RMS database); GC§ 34090 et seq.Police / PatrolPD-006 PAS Device Calibration Logs 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Police / Patrol PD-007 Ride-A-Long Waivers 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Police / PatrolPD-008Scheduling / Telestaff Database Indefinite - Minimum 5 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODData Fields / Records are interrelated; GC §34090Police / Patrol PD-009 Traffic Control: Radar Calibration Records 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / Patrol PD-010 Watch Commander Logs2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.PROFESSIONAL STANDARDS UNITPolice / PSUPD-011Department Policies & Procedures / Operation Directives / General Orders / Lexipol (Department Policies and Procedures) Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODSupersededDepartment Preference; GC § 34090 et seq.VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-3Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / PSUPD-012Internal Affairs Investigations - Individual Officers / Complaints Against Officers WITHOUT Sustained Finding of Misconduct as defined in PC §832.7(May include criminal acts, moral turpitude, complaints generated from a civilian)Final Disposition + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODConsistent with Lexipol Policy; State requires for at least 5 years for Civilian complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c), 832.5 EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547Police / PSUPD-012.1Internal Affairs Investigations - Individual Officers / Complaints Against Officers WITH Sustained Finding of Misconduct as defined in PC §832.7Final Disposition + 15 yearsMag, Mfr, OD, PprS / IYes: After QC & ODIndividual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k)Police / PSUPD-013 Internal Pursuit Critiques 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Police / PSUPD-014 Press Releases 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / PSUPD-015 Range Qualifications 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Police / PSUPD-016 Use of Force Review Incident + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §§12946, 12960, 34090PROPERTY & EVIDENCE Police / Property & EvidencePD-017 Crime Report PhotosFollows the Retention of the EvidenceMag, Mfr, OD, PprS / IYes: After QC & OD 1 yearDepartment Preference; GC §34090Police / Property & EvidencePD-018Gun and Narcotics Destruction Log (Documents related to)10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-4Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / Property & EvidencePD-019 Lost & Found Property (Documents related to) 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / Property & EvidencePD-020 Property & Evidence Logs10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / Property & EvidencePD-021 Property Auctions2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090RECORDSPolice / RecordsPD-022Administrative Reviews: Citations / Notice to Appear - ALL (Parking, Marijuana / Cannabis, Moving)3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090 et seq.Police / RecordsPD-023Case Log Books / Proof of cases filed prior to 1999Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Police / RecordsPD-024Citations / Notice to Appear - ALL (Parking, Marijuana / Cannabis, Moving)3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090 et seq.Police / RecordsPD-025CRIME REPORTS / INCIDENT REPORTS: ALL FELONIES & MISDEMEANORS, Except Those Specifically Mentioned in the Schedulee.g., Burglaries, Domestic Violence, TrafficCollision, 5150, Detention Reports, etc.Minimum 10 yearsYesMag, Mfr, OD, PprS/M/IYes: After QC & OD 3 yearsDepartment Preference; Domestic Violence incident reports are required or a minimum of 5 years; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187,800 et seq, FC 6228(d)VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-5Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / RecordsPD-026CRIME REPORTS / INCIDENT REPORTS:Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearmsDate of Arrest + 3 yearsYes: Before DispositionMag, Mfr, OD, PprS/M/IYes: After QC & OD 3 yearsIndividual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a)Police / RecordsPD-027CRIME REPORTS / INCIDENT REPORTS:Firearms entered into CLETS (if not Permanent Retention) - Found / Recovered FirearmsFirearm Found or RecoveredYesMag, Mfr, OD, PprS/M/IYes: After QC & OD 3 yearsPC§ 11108.2(b); GC§ 34090Police / RecordsPD-028CRIME REPORTS / INCIDENT REPORTS:IF IMAGED, Capital Crimes / Homicides / Major Crimes / Serious Felonies / Sex Crimes / Child Abuse / Fatals / Felony DNA (Crimes Subject to the Death Penalty), Sex Crimes (PC §288, 290, WIC 707(b)), PC 803(h)P YesMag, Mfr, OD, PprS/M/IYes: After QC & OD 3 yearsDepartment Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; others have no limitations on commencement of action; Courts keep permanently PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290, 799, 803(h), 11169 et seq.; 11170(a); WIC 707(b)Police / RecordsPD-029CRIME REPORTS / INCIDENT REPORTS:Juvenile Child Abuse or Severe NeglectDate of Incident + 10 years, If No Subsequent ReportsYes: Before DispositionMag, Mfr, OD, PprS/M/IYes: After QC & OD 3 yearsPC §§11169(i); 11170(a); GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-6Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / RecordsPD-030CRIME REPORTS / INCIDENT REPORTS:Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) -Except those with outstanding stolen property,including firearms, or lost firearms, seriousfelonies, or synthetic cannabis2 yearsYes: Before DispositionMag, Mfr, OD, PprS/M/IYes: After QC & OD 2 years("Shall" Destroy); H&S §11361.5; GC §34090Police / RecordsPD-031CRIME REPORTS / INCIDENT REPORTS:Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357 - Except those with outstanding stolen property, including firearms, or lost firearms, serious felonies, or synthetic cannabisConviction or Arrest (if No Conviction) + 2 yearsYes: Before DispositionMag, Mfr, OD, PprS/M/IYes: After QC & OD 2 years(Courts and other Agencies "Shall" Destroy); H&S §11361.5; GC §34090Police / RecordsPD-032CRIME REPORTS / INCIDENT REPORTS:Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5)Offender is 18 Years OldYesMag, Mfr, OD, PprS/M/IYes: After QC & OD 2 years("Shall" Destroy); GC §§68152(c)(8), 34090; H&S §11361.5Police / RecordsPD-033CRIME REPORTS / INCIDENT REPORTS:Missing Persons (Returned)Until CLETS Entry No Longer Exists - Minimum 2 yearsYes: Before DispositionMag, Mfr, OD, PprS/M/IYes: After QC & OD 2 yearsDepartment Preference; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-7Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / RecordsPD-034CRIME REPORTS / INCIDENT REPORTS:Sealed Adult, Juvenile and Ward Cases - Except those with Except Childhood Sexual Assault Child Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearmsSealing Date + 5 years (orCourt Order)Yes: Before DispositionMag, Mfr, OD, PprS/M/IYes: After QC & OD 3 yearsSealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d)Police / RecordsPD-034.1CRIME REPORTS / SEALED RECORDS:Sealed Juvenile and Ward Cases - Childhood Sexual Assault - Before January 1, 2024Age of Majority + 22 yearsYes: Before DispositionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090Police PD-034.2DR Reports / Crime ReportsSealed Juvenile and Ward Cases - Childhood Sexual Assault - After January 1, 2024PYes: Before DispositionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090Police / RecordsPD-034.5CRIME REPORTS / INCIDENT REPORTS:Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes)Court Order + 1 yearMag, Mfr, OD, PprS/M/IYes: After QC & OD 3 yearsIndividual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k)Police / RecordsPD-035Crime Statistics / National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODFiled on line with the State; GC §34090Police / RecordsPD-036 Due Diligence Reports (for warrants)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / RecordsPD-036.1Logs: CR Log, Front Counter Log, Tow Yard Confirmation, Records Checks for Backgrounds2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-8Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / RecordsPD-039 NCIC Validation 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / RecordsPD-039.4Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of DataPMag PC§ 832.18(b)(5)(E); GC §34090.6 et seq.Police / RecordsPD-039.5Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / ComplaintsFollows the Retention of the Evidence, Minimum 2 yearsMag PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.Police / RecordsPD-039.6Officer Recordings: Body-Worn Cameras - that are NOT evidence60 daysMag PC§ 832.18(b)(5)(A); GC §34090.6 et seq.Police / RecordsPD-040Officer Recordings: Mobile Audio Video (MAV) Recordings - that are NOT evidence, includes "hip recorders"1 year Mag Those segments of videos that are determined to be evidence are retained as evidence; Lexipol requires 1 year; GC §34090.6 et seq.Police / RecordsPD-041 Pitchess Motions Notifications 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / RecordsPD-042Police RMS Database Indefinite - Follows Retention of the Crime ReportYesMag, Mfr, OD, PprS / IYes: After QC & ODData Fields / Records are interrelated; GC §34090Police / RecordsPD-043Registrants: Arson - AdultsP, or Death of RegistrantMag, Mfr, OD, PprS/M/IYes: After QC & OD 5 yearsPursuant to PC §457.1 et seq.; required to register for life; If released from DOJJ CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090Police / RecordsPD-044Arson Registrations: Juveniles released from Division of Juvenile Justice California Youth AuthorityAge 25 or Sealing Date + 5 yearsMag, Mfr, OD, PprS/M/IYes: After QC & ODPursuant to PC §457.1 et seq.; If released from DOJJ CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-9Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / RecordsPD-044.2Registrants: Gang Adults Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (registration pursuant to PC 186.3(a)); GC §34090Police / RecordsPD-044.3Registrants: Gang JuvenilesSealing Date + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (registration pursuant to PC 186.3(a)); Records are destroyed pursuant to W&I §781;GC §34090Police / RecordsPD-044.4Registrants: Gang Adults Shared Gang Databases 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (registration pursuant to PC 186.30(a));11 CCR 773.8; GC §34090Police / RecordsPD-044.5Registrants: Gang Juveniles Shared Gang Databases 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (registration pursuant to PC 186.30(a)); Records are destroyed pursuant to W&I §781; 11 CCR 774; PC §186.30; GC §34090 et seq.Police / RecordsPD-045 Registrants: Narcotic 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a)Police / RecordsPD-046Registrants: Sex Offenders - AdultsP, or Death of RegistrantMag, Mfr, OD, PprS/M/IYes: After QC & ODDepartment Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.Police / RecordsPD-047Registrants: Sex Offenders - Juveniles P or Sealing Date + 5 years (or Court Order)Mag, Mfr, OD, PprS/M/IYes: After QC & ODDepartment Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I 781(d)Police / RecordsPD-049.1Reports to State or Federal Agencies: Report to POST Commission of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.92 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-10Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / RecordsPD-048 Repossession NoticesWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business; GC §34090Police / RecordsPD-049 Restraining OrdersExpiration of the OrderMag, Mfr, OD, PprS / IYes: After QC & ODCourt recordsPolice / RecordsPD-049.1STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report3 yearsMag, Mfr, OD, PprS / IYes: After QC & OD11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 34090Police / RecordsPD-051 Subpoenas (Records) 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (Stored in Crime Report File); GC §34090Police / RecordsPD-054 Warrants (Recalled or Served) 2 years MagS / IYes: After QC & ODDepartment preference;; GC §34090 et seq.TEMPORARY HOLDING FACILITYPolice / Jail PD-055 Daily Inspection Log, Juvenile Log 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / Jail PD-056 Monthly Counts, Official Counts2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / Jail PD-057 Video Recordings (Temporary Holding Facility) 1 yearMagGC §34090.6(a)TRAININGPolice / TrainingPD-058Background File / Recruitment File - Police Employees, Volunteers, & Police Interns (SUCCESSFUL)Separation + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCity preference; State law required 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C)Police / TrainingPD-059Background File / Recruitment File - Police Employees, Volunteers, & Police Interns (UNSUCCESSFUL)4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODState Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C)Police / TrainingPD-060Personnel Files - Police Department Employees / Training Files (By Employee)Separation + 5 yearsBefore SeparationMag, Mfr, OD, PprS / IYes: After QC & ODCity preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0RECORDS RETENTION SCHEDULE: POLICE Page PD-11Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Police / TrainingPD-061Personnel Training Evaluations / Daily Observation ReportsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business; GC §34090 et seq.Police / TrainingPD-062Respirator Fit Tests & Qualifications - Police PersonnelSend to Human ResourcesYes: Until SeparationMag, Mfr, OD, PprS / IYes: After QC & OD Separation + 1 year34090.7Police / TrainingPD-063 Training FileSeparation + 5 yearsBefore SeparationMag, Mfr, OD, PprS / IYes: After QC & ODCity preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). BUILDING & SAFETY Public Works / Building & Safety BL-001 Address Assignments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Building & Safety BL-002 Address Files / Building Permits P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090, H&S §19850 Public Works / Building & Safety BL-003 Building Permit Database Indefinite - Permanent Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Building Permits are required for the Life of the Building ; GC §34090; H&S §19850 Public Works / Building & Safety BL-004 Building Plans - Cancelled or Withdrawn Upon Expiration, Cancellation or Withdrawal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Public Works / Building & Safety BL-004.5 Building Plans - Demolished Structures (ALL)10 years Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial only; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC 104.7 & 107; H&S§19850, GC §34090 Public Works / Building & Safety BL-005 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS Includes Grading Plans, Environmental Assessments / Phase 1 Environmental Assessments, Development SWPPP (Stormwater Pollution Prevention Plan, v P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial only; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC 104.7 & 107; H&S§19850, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Building & Safety BL-006 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES Includes Grading Plans, Environmental Assessments / Phase 1 Environmental Assessments, Development SWPPP (Stormwater Pollution Prevention Plan, Groundwater Quality / Infiltration P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Site Plans Only for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Public Works / Building & Safety BL-007 Certificate of Occupancy (CofO)P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Building & Safety BL-008 Certificate of Occupancy (CofO) - TEMPORARY Expiration + 2 years Yes (until expired) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Building & Safety BL-009 Construction Notices / Inspection Notices (correction notices, compliance orders, stop work notices, etc.) Until Cleared or Project Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The finalled permit is the final / official record; Preliminary Drafts; GC §34090 Public Works / Building & Safety BL-010 Electrical Service Inspection / Meter Release P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works / Building & Safety BL-011 Industrial Wastewater - Approval Letters, Flow Calculations, Correspondence, County Permits P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Building & Safety BL-012 Reports: Building Activity When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts (the database is the original); GC §34090 Public Works / Building & Safety BL-013 Requests & Permissions to Receive Copies of Plans (to and from Architects)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Building & Safety BL-014 Uniform Building Codes / California Building Codes Minimum While Ordinance is in Force Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §50022.6 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 6.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS / CODE ENFORCEMENTPage PW/CE-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).CODE ENFORCEMENTPublic Works / Code Enforce-mentCE-001 2-year Vacancy NoticesPYes: Until ResolutionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Public Works / Code Enforce-mentCE-002Administrative Citation Hearings / Hardship WaiversResolution + 2 yearsYes: Until ResolutionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Public Works / Code Enforce-mentCE-003Code Enforcement / Abatement Case Files / Administrative Citations / Compliance Orders / Vehicle Abatement (Includes appeals and Code Enforcement Complaint Letters) Excludes Liens (Send to City Clerk)Minimum Resolution + 2 yearsYes: Until ResolutionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090Public Works / Code Enforce-mentCE-004Code Enforcement Database Indefinite - Minimum 2 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODData Fields / Records are interrelated; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 7.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICESPage PW/DS-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).DEVELOPMENT SERVICESPublic Works / Development ServicesDS-001Assessment Rolls / Lighting and Landscape Districts / Parcel Tax Rolls / Special District Assessment Rolls (to Tax Assessor for Tax Rolls)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090 et seq.Public Works / Development ServicesDS-002Parcel Tax Assessments (Public Safety Tax)5 yearsYes: Until CompletionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (meets municipal government auditing standards); GC § 34090Public Works / Development ServicesDS-003Parcel Tax Exemption Applications & Correspondence (Public Safety Tax)Expiration of Exemption + 5 years Yes: Until CompletionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (meets municipal government auditing standards); GC § 34090Public Works / Development ServicesDS-004Private Land Development Projects / Job Files: Administration FileConstruction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc.Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMsCompletion + 10 years Yes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODStatute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 7.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICESPage PW/DS-2Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Public Works / Development ServicesDS-005Private Land Development Projects / Job Files: Permanent FilesDrainage, Grading Plans, Rights of Way, Soil Reports, Stormwater, etc.Dedications, Easements, Abandonments / Vacations (City Clerk is OFR)Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs TSMsPYes: Until CompletedMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; retained for disaster preparedness purposes; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ENGINEERING Public Works / Engineering ENG-001.1 Aboveground Storage Tanks (City-Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Public Works / Engineering ENG-001 Aerial Maps (Analog / Historical)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090 Public Works / Engineering ENG-002 Benchmarks / Center Line Ties P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-003 Bridge Inventory Surveys P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-004 Capital Improvement Projects (CIP): Maintenance Projects (All Records) Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re- Roof, Sidewalk Repairs, Slurry Seals, etc. Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-005 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Where Engineering is the Lead Department Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Public Works / Engineering ENG-006 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Where Engineering is the Lead Department Specifications / RFP & Addenda, copy of Agreement or Contract, Successful Proposal, copy of Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, copy of Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Complete +10 years Department preference; retained for disaster preparedness purposes; GC §34090 City Clerk ENG-009 City Property / Grant Deeds / License Agreements Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-010 Construction Inspection Database Indefinite - Minimum 10 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; Statute of Limitations for Errors & Omissions is 10 years; CCP §337 et. seq., GC §34090 City Clerk ENG-012 Covenants & Agreements Copies - When No Longer Required Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090.7 Public Works / Engineering ENG-014 Design & Construction Standards - Authored by the City P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-015 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built" P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 Public Works / Engineering ENG-016 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Final / Completion + 2 years Yes: Until Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090 Public Works / Engineering ENG-017 Encroachments - Permanent / Backup for License Agreements for Permanent structures in the City's Right of Way (City Clerk keeps final License Agreements) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-018 Engineering Permits Database Indefinite - Permanent Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; Some permits are Permanent; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-019 Engineering Reviews (Easements, Covenants, Lot Line Adjustments, Lot Mergers, etc.)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-020 Engineering Studies / Surveys - Preliminary Studies / Project Assessments P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-021 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-022 Grading Plans P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-023 Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, etc.P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 Public Works / Engineering ENG-024 Railroads (Historical Information)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-026 Street Sweeping Contract Reports (NPDES Reporting)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Public Works / Engineering ENG-028 Traffic Counts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering ENG-029 Traffic Requests (Red Curbs, Crosswalks, Stop Signs, etc.)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering ENG-030 Traffic Speed Surveys 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.ENG-031 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090 Public Works / Engineering ENG-032 Underground Storage Tanks - USTs (City Owned) Design, Installation, Repairs, Lining, Upgrades Life of the Tank Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year 23 CCR 2712(b), H&S §25284.2(i) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 6.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS / FLEET MAINTENANCE - GARAGEPage PW/G-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).FLEET MAINTENANCE / GARAGEPublic Works / Fleet Maint. / GarageFL-001 Garage Inspections 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Public Works / Fleet Maint. / GarageFL-002Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 yearsMag, Mfr, OD, PprS / IYes: After QC & OD13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Public Works / Fleet Maint. / GarageFL-003 Used Oil Disposal 3 yearsMag, Mfr, OD, PprS / IYes: After QC & OD22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.Public Works / Fleet Maint. / GarageFL-004Vehicle & Equipment History Files, AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc.Disposal of Vehicle or Equipment + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 6.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSINGPage PW/HOU-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).HOUSINGPublic Works / HousingHOU-001.1City-Owned Property - Lottery Drawing Results2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Public Works / HousingHOU-001City-Owned Property - Successful Lease Tenants (Application, Credit Reports, etc.)Expiration of Lease + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (meets municipal government auditing standards); GC §34090Public Works / HousingHOU-002City-Owned Property - Unsuccessful Lease Tenants (Application, Credit Reports, etc.)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 8.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCEPage PW/MNT-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).MAINTENANCE Lead Dept. MNT-001 AQMD Permits (Generators, etc.)5 yearsMag, Mfr, OD, PprS / IYes: After QC & OD40 CFR 70.6; GC §34090Public Works / Maint.MNT-002 Facility Inspections 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Lead Dept. MNT-004Generator Operation Logs & Inspections - ALL5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODAQMD Rule 1470; Form 400–E–13a instructions; GC §34090Public Works / Maint.MNT-005 Graffiti Removal Consent PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Lead Dept. MNT-006Operations & Maintenance Manuals (O&M Manuals)Life of Facility or EquipmentMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090 et. seq.Public Works / Maint.MNT-007Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning)Expiration + 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090Division Providing Service / WorkMNT-008Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System)Indefinite - Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; GC §34090Division Providing Service / WorkMNT-009Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts)When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts (the database is the original); GC §34090Division Providing Service / WorkMNT-010Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCity Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 11.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNINGPage PW/PL-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).PLANNINGPublic Works / PlanningPL-001Alcohol Beverage Control License Applications (ABC Applications)When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & OD(Non-Records)Public Works / PlanningPL-002Annexations / Boundaries / Consolidations / LAFCOPMag, Mfr, OD, PprS / IYes: After QC & ODLand Records; GC §34090Public Works / PlanningPL-003 Census, DemographicsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & OD(Non-Records - Census Bureau is OFR)Public Works / PlanningPL-004Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundariesPMag, Mfr, OD, PprS / IYes: After QC & ODUsually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090Public Works / PlanningPL-004.1Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the projectProject Approval or Denial + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODNot all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090Public Works / PlanningPL-005Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.)Outside City boundariesWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODNon-records; EIRs and Negative Declarations within the City Boundaries are with the project filePublic Works / PlanningPL-006General Plan, Elements and AmendmentsPMag, Mfr, OD, PprS / IYes: After QC & ODCity Clerk Maintains all Agenda Packets Permanently; GC §34090.7Public Works / PlanningPL-007Historic Preservation Survey, Evaluations and DesignationsPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 11.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNINGPage PW/PL-2Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Public Works / PlanningPL-008Master Plans, Specific Plans, Land Use Plans, Land Use Maps, Zoning Maps, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Public Works / PlanningPL-009 Materials BoardsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business; GC §34090Public Works / PlanningPL-010 Planning Applications Database Indefinite - PermanentYes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference - Data is interrelated; GC §34090Public Works / PlanningPL-011Planning Project Files - Approved Permanent Entitlements (Application & Supporting Documents)(Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) (Other originals kept by City Clerk)Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc.P YesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7Public Works / PlanningPL-012.1Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention)Completion + 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 11.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNINGPage PW/PL-3Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Engineering PL-012.2Redevelopment Projects & Project Areas CIP Projects built by Redevelopment Agency, if anySend to EngineeringMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Public Works / PlanningPL-012.3Redevelopment Projects & Project Areas Environmental Documents / CEQA Permits, EIRs, Categorical Exemptions, Negative Declarations, etc.Send to PlanningMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090City Clerk PL-012.4Redevelopment Projects & Project Areas Real Property: Deeds, Easements, Rights of WaySend to City ClerkMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Public Works / PlanningPL-013 Special StudiesMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Public Works / PlanningPL-014Temporary Entitlements / Temporary Permits (Approved & Unapproved): Fireworks Permits, etc.Minimum 2 yearsYes: During EventMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC§§34090Public Works / PlanningPL-015 Zoning LettersPMag, Mfr, OD, PprS / IYes: After QC & ODLand Records; GC §34090Public Works / PlanningPL-016Zoning Maps / Land Use Maps (Historically Significant)P Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & OD NoDepartment Preference; GC §34090.7Public Works / PlanningPL-017Zoning Ordinance Amendments, Reclassifications / Zone ChangeP YesMag, Mfr, OD, PprS / IYes: After QC & OD 1 yearDepartment Preference (copies); GC §34090.7VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 7.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS - SOLID WASTEPage PW/SOLID-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).UTILITIES / SOLID WASTEPublic Works / Solid WasteSOLID-001Solid Waste Liens / Garbage Liens & ReleasesPMag, Mfr, OD, PprS / IYes: After QC & OD GC §34090 et seq.Public Works / Solid WasteSOLID-002Solid Waste Reduction / AB 939 Compliance / Tonnage Reports10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 9.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATERPage PW/WW-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).WASTEWATER / SEWERPublic Works / Waste WaterWW-001Capital Improvement Projects (CIP): Administration File / NOT Scanned - Wastewater ProjectsProject Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc.Completion + 10 years or After Funding Agency Audit, if required, whichever is longerYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090Public Works / Waste WaterWW-002Capital Improvement Projects (CIP): Permanent File / Scanned Records - Wastewater ProjectsSpecifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc.PYes: Until CompletedMag, Mfr, OD, PprS/IYes: After QC & OD Complete + 10 yearsDepartment preference; retained for disaster preparedness purposes; GC §34090Public Works / Waste WaterWW-003 CCTV / Video InspectionsMinimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Lead Dept. WW-004 Confined Space Entries 2 yearsMag, Mfr, OD, PprS / IYes: After QC & OD8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090Public Works / Waste WaterWW-005FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 9.0RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATERPage PW/WW-2Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Public Works / Waste WaterWW-007Generator Operation Logs & Inspections - ALL5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODAQMD Rule 1470; Form 400–E–13a instructions; GC §34090Public Works / Waste WaterWW-008 Sanitary Spills and Overflows (SSOs) 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODRequired for a minimum of 5 years; SWRCB Order 2002-0103-DWQ & 2006-03; 40 CFR 122.41(j)(2); GC §34090Public Works / Waste WaterWW-010Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response PlanSuperseded + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; SSMPs are required to be updated every 6 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103-DWQ; GC §34090Division Providing Service / WorkWW-011Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System)Indefinite - Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; GC §34090Division Providing Service / WorkWW-012Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts)When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts (the database is the original); GC §34090Division Providing Service / WorkWW-013Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCity Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 11.0RECORDS RETENTION SCHEDULE: UTILITIES / GASPage UT/GAS-1Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).GASUtilities / Gas GAS-001Capital Improvement Projects (CIP): Administration File / NOT Scanned - Gas ProjectsProject Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc.Completion + 10 years or After Funding Agency Audit, if required, whichever is longerYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090Utilities / Gas GAS-002Capital Improvement Projects (CIP):Permanent File / Scanned Records - Gas ProjectsSpecifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals Surveys etcPYes: Until CompletedMag, Mfr, OD, PprS/IYes: After QC & OD Complete + 10 yearsDepartment preference; retained for disaster preparedness purposes;; GC §34090Lead Dept. GAS-003 Confined Space Entries (Gas Only) 2 yearsMag, Mfr, OD, PprS / IYes: After QC & OD8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090City Clerk GAS-005 Easements PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (copies); GC §34090.7Utilities / Gas GAS-006Employee Certifications (Gas Operator Qualifications & Tests, Employee Fusion Certifications)Separation + 5 yearsBefore SeparationMag, Mfr, OD, PprS / IYes: After QC & ODCity preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 11.0RECORDS RETENTION SCHEDULE: UTILITIES / GASPage UT/GAS-2Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Utilities / Gas GAS-007Environmental / Electrical Equipment Disposal - Hazardous MaterialPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Utilities / Gas GAS-008Equipment Records (Manuals, Tests, Inspections, Studies, Reports)Disposal of Equipment + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; CCP §337 et. Seq., GC §34090Utilities / Gas GAS-009 Facility Histories / Infrastructure Design PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Gas GAS-010Gas Drawings / As-Builts / Record DrawingsPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (Engineering has originals); GC §34090.7Utilities / Gas GAS-011 Gas Emergency Operating Plan PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Gas GAS-012 Gas Load Forecasts, Imbalances Minimum 5 yearsMag, Mfr, OD, PprS / IDepartment Preference; GC §34090Utilities / Gas GAS-014Gas Operating, Inspection & Maintenance Plans & Installation Procedures(DIMP-Distribution Integrity Management Plan, Public Awareness Program, Natural Gas System Operator Qualification Plan, Gas Integrity Management Program)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Gas GAS-015 Gas Pipelines - Cathodic Protection PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Gas GAS-016Gas Pipelines - Integrity Management ProgramPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Gas GAS-017 Gas Pipelines - Pipeline Patrol PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Public Works / EngineeringGAS-018Gas Projects - Installation, Transmission, DistributionPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (Engineering has originals); GC §34090.7Utilities / Gas GAS-019Gas Regulator Station Calibration, Retest & ResetPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 11.0RECORDS RETENTION SCHEDULE: UTILITIES / GASPage UT/GAS-3Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Public Works / EngineeringGAS-020Gas System Design, Regulator System ChartsPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (Engineering has originals); GC §34090.7Utilities / Gas GAS-021Gas System Reports (Distribution, Integrity Management, Leakage, & Transmission)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Gas GAS-022Gas Vaults - Inspections and MaintenancePMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Gas GAS-023Pipeline Maintenance / Valve Maintenance / Inspections / Gas Odorization TestsPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Electricity & GasGAS-025Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Electricity & GasGAS-026Regulatory Agency Compliance Reports & Confirmations: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Electricity & GasGAS-027Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc..PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Electricity & GasGAS-028Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Electricity & GasGAS-029Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090Utilities / Gas GAS-030Southern California Gas Agreement Administration / Intrastate Transmission Service Agreements / Firm Access Rights (FAR)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (City Clerk has originals of all agreements); GC §34090 et seq.Utilities / Gas GAS-031Southern California Gas Franchise Statements5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (meets municipal government auditing standards); GC §34090 et seq.VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 11.0RECORDS RETENTION SCHEDULE: UTILITIES / GASPage UT/GAS-4Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).Utilities / Gas GAS-032Underground Service Alerts (USA's) / Dig Alerts - Gas Only10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090Division Providing Service / WorkGAS-033Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System)Indefinite - Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; GC §34090Division Providing Service / WorkGAS-034Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts)When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts (the database is the original); GC §34090Division Providing Service / WorkGAS-035Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCity Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICEPage UT/CS-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).CUSTOMER SERVICE / UTILITY BILLING (ELECTRICITY, FIBER OPTICS, GAS, WASTE WATER, WATER )Utilities / Customer ServiceCS-001Accounts Receivable - Customer Services / Utility Billing 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090 et seq. Utilities / Customer ServiceCS-002 Adjustments / Abnormal Read Reports 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090 et seq.City Clerk OR Utility / Customer ServiceCS-002.1Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §53753(e)(2), 53755(d)City AttorneyCS-003 BankruptciesCopies - When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090.7Lead Dept. CS-004Billing Registers, Payment Registers, Adjustment RegistersWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (The Business License & Permit Database is the original; reports are considered drafts or copies); GC §34090Lead Dept. CS-005Collections / Collection Agency Case Files & Statements / Delinquent Accounts7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Utilities / Customer ServiceCS-006Conservation Programs / Rebates / Incentives Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090 Utilities / Customer ServiceCS-007Customer Service / Utility Billing DatabaseIndefinite - Minimum 5 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODData Fields / Records are interrelated; meets municipal government auditing standards; GC §34090VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICEPage UT/CS-2Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Customer ServiceCS-009Hydrant Meters - Rentals / Temporary (Pools, Construction)End of Rental + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 Utilities / Customer ServiceCS-010Lock Box Reports / Payment Detail Reports5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090 et seq. Utilities / Customer ServiceCS-010.1Medical Necessity Customers (Emergencies / Shut-offs - Customers who must have electricity for critical medical equipment)When Superseded or TerminatedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Confidential; GC §34090 Utilities / Customer Service OR Utilities / ElectricityCS-011 Reports to DOE (Department of Energy) 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090 et seq. Utilities / Customer ServiceCS-011.1Residential Water Billing: Appeals - Payment Delinquency & Impending DiscontinuationFinal Decision + 2 yearsMag, Ppr, Mfr, ODS / IYes: After QC & ODDocumented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer ServiceCS-011.2Residential Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final)When No Longer RequiredMag, Ppr, Mfr, ODS / IYes: After QC & ODDocumented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer ServiceCS-011.3Residential Water Billing: NSF Checks / Adjustments to Customer accountsWhen No Longer RequiredMag, Ppr, Mfr, ODS / IYes: After QC & ODDocumented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer ServiceCS-011.4Residential Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.Expiration or Completion of Payment PlanMag, Ppr, Mfr, ODS / IYes: After QC & ODDocumented or attached to Customer Record in database GC §34090; H&S §116910VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICEPage UT/CS-3Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Customer ServiceCS-011.5Residential Water Billing: Policy on Discontinuation of Residential Service for NonpaymentWhen Superseded; Minimum 2 yearsMag, Ppr, Mfr, ODS / IYes: After QC & ODMust post to Website; H&S §116906; GC §34090 Utilities / Customer ServiceCS-011.6Residential Water Billing: Report of Annual Discontinuations of Residential ServiceMinimum 2 yearsMag, Ppr, Mfr, ODS / IYes: After QC & ODMust post to Website; H&S §116918; GC §34090Lead Dept. CS-012 Returned Checks / NSF Checks 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; Meets auditing standards; GC §34090 Utilities / Customer ServiceCS-013Service Address Files (Application, Credit Report, Inspections, Water Liability Forms, Requests for Power Load Data, Control Cards, Work Orders, etc.)Close of Account in Good Standing + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq. Utilities / Customer ServiceCS-014Stubs / Payment Coupons (returned with payment)When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business; GC §34090 Utilities / Customer ServiceCS-015 Turn Ons and Turn OffsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business; GC §34090 Utilities / Customer ServiceCS-016Utility Adjustment Slips / Meter Mis-reads, Credits / Debits to Accounts5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090 et seq.VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ELECTRICITY Utilities / Electricity EL-001 AQMD Fuel Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Lead Dept.EL-002 AQMD Permits (Generators, etc.)Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Utilities / Electricity EL-003 Bulk Power Log Sheets (prior to 2007) / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-004 Capital Improvement Projects (CIP): Administration File / NOT Scanned (Electricity) Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, Stormwater compliance, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-005 Capital Improvement Projects (CIP): Permanent File / Scanned Records (Electricity) Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Complete +10 years Department preference; retained for disaster preparedness purposes; GC §34090 Lead Dept.EL-006 Confined Space Entries / Hot Work Permits / Lock Out-Tag Out / Lockout-Tagout / Lockout-Blockout / Energy Control Procedures (ECP) / Air Monitoring Calibrations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Utilities / Electricity EL-009 Control Center Operator / Dispatcher Check Listing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Utilities / Electricity EL-045 Control Center Switching Order Logs / System Logs / Manual Entry Logs / Load Changes 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Load records are required for 3 years); 18 CFR 125.2, 125.3; GC §34090 Utilities / Electricity EL-007 Cooling Tower Activity Sheets and Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Utilities / Electricity EL-007.1 Daily Purchasing 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 18 CFR 125.2 & 125.3; GC §34090 Utilities / Electricity EL-008 Crane Maintenance Reports (Fixed / Stationary)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 344.80 & 81; GC §34090 Utilities / Electricity EL-010 Department of Energy (DOE) Licenses and Regulatory Correspondence P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-011 Department of Energy (DOE) Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Clerk EL-012 Easements P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 Utilities / Electricity EL-013 Electric Utility Service Equipment Requirements Committee (EUSERC) - All Records When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not City Records Utilities / Electricity EL-014 Electricity Drawings / As-Builts / Record Drawings Disposal of Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 18 CFR 125.2 & 125.3; GC §34090 Utilities / Electricity EL-015 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 18 CFR 125.2 & 125.3; CCP §337 et. Seq., GC §34090 Utilities / Electricity EL-016 Facility Histories / Infrastructure Design P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-016.1 Fuel Records (reported to AQMD 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Utilities / Electricity EL-017 Generation Reliability Reports / Run Logs / Generation Reports / Generator Operation Logs & Inspections / Power Production Operating Data Logs / Diaries 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 18 CFR 125.2 & 125.3; AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Utilities / Electricity EL-021 Joint Pole Agreements P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-022 Joint Pole Committee Industry Committee - All Records When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not City Records Utilities / Electricity EL-023 Joint Pole Invoices / Accounts Receivable 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing requirements); GC §34090 Utilities / Electricity EL-024 Joint Pole Locations, History, Maintenance (Card Files) Replacement of the Pole Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-025 Load Records, Load Curves, Temperature Logs, Water Logs 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (required for 3 years); 18 CFR 125.2, 125.3; GC §34090 Utilities / Electricity EL-025.1 Power Outage Reports - Preliminary Report produced by the Control Center 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering produces Final Report); GC §34090 Utilities / Electricity EL-026 Power Outage Reports - Final Report produced by Engineering 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-027 Power Outage Database / Interruption of Service Database Indefinite - Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Utilities / Electricity EL-029 Power Trading / Power Scheduling (Check Out Worksheets) Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (auditing standards are 5 years); GC §34090 Utilities / Electricity EL-030 Power Trading / Power Scheduling (Confirmations, Invoices) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-031 Power Trading / Power Scheduling (Generation Worksheets) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-033 Power Trading / Power Scheduling (Voice Recordings) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas EL-034 Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas EL-035 Regulatory Agency Compliance Reports & Confirmations: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas EL-036 Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity & Gas EL-037 Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity & Gas EL-038 Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-039 Sampling / Circular & Strip Charts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Electricity EL-040 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Utilities / Electricity EL-041 SCADA Printouts / Reports / Log Books / Logs Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Utilities / Electricity EL-042 Stormwater Monitoring / NPDES Monitoring and Inspection (from Former Electricity Generation Plant) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Utilities / Electricity EL-043 Stormwater: NPDES Annual Reports (from Former Electricity Generation Plant)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Utilities / Electricity EL-044 Stormwater: NPDES Permits (from Former Electricity Generation Plant) Expiration + 5 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Utilities / Electricity EL-046 Turbine Activity Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept.EL-046.1 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work EL-047 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Division Providing Service / Work EL-048 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work EL-049 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) Includes Job Briefing, Operating Checklist, Safety Checklist (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference for OSHA compliance; CCP §§338 et seq., 340 et seq., 342, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 7.0RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICSPage UT/FO-1Office of Record(OFR)Retention No.Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).FIBER OPTICSUtilities / Fiber OpticsFO-001Capital Improvement Projects (CIP): Administration File / NOT Scanned - Fiber Optics ProjectsProject Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc.Completion + 10 years or After Funding Agency Audit, if required, whichever is longerYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090Utilities / Fiber OpticsFO-002Capital Improvement Projects (CIP): Permanent File / Scanned Records - Fiber Optics ProjectsSpecifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc.PYes: Until CompletedMag, Mfr, OD, PprS/IYes: After QC & OD Complete + 10 yearsDepartment preference; retained for disaster preparedness purposes; GC §34090Utilities / Fiber OpticsFO-004 Fiber Optic Customers (Internet & Dark Fiber)Close + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (meets auditing standards); GC §34090Utilities / Fiber OpticsFO-005Fiber Optic Drawings / As-Builts / Record DrawingsPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (Engineering has originals); GC §34090.7Utilities / Fiber OpticsFO-006Fiber Optic Pipelines / Projects - Installation, Transmission, DistributionPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (Engineering has originals); GC §34090.7Utilities / Fiber OpticsFO-007 Fiber Optic Plans Superseded + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission